Land Lease and Property Administrator

:
**Title**:Land Lease & Property Administrator

**Reports**
**To**: Operations Manager

**Position **Summar**y**: The Land Lease & Property Administrator works closely with the Land Lease and Multi-residential Property team and is responsible for handling administration of all property requirements as detailed below. This is achieved through demonstrating excellent skills in: tenant relations, communication, sales, administration and organization. **This position is located in Kelowna, BC.**

**Responsibilities**:
Land Lease Duties:

- Assist in operating the community in accordance with CAPREIT Community Standards to establish and maintain the community rules and regulations
- Utilize the SAP system for receiving POs, creating requisitions and recording rent payments
- Deliver rent payment to the bank (where applicable)
- Enter rent payments into the SAP system and reconcile and process bank deposits
- Assist in taking work orders and communicating them to the maintenance team
- Follow-up on outstanding requests
- Work within the assigned budget
- Review accounts receivable and generate weekly AR reports
- Collect lot rent while ensuring to achieve and maintain a zero balance in AR
- Maintain an awareness of local economic and housing market conditions
- Assist in maintaining a safe working environment for all employees by following the Health and Safety Policy and reporting all accidents/incidents in accordance with company policy
- Be available for “on-call” duties as assigned and follow up with any designated “on-call” personnel about incoming calls
- Meet and work with contractors/vendors when needed and ensure all jobs are started and completed within deadlines
- Assist with inspecting common areas and all infrastructure including roads, landscaping, tree service, waste management and Community utility systems to ensure they are maintained and working effectively while eliminating any potential hazards
- Assist with filing fire safety documents and inspecting all fire safety systems bi-annually or when required
- Strive for as close as possible to 100% occupancy in the community
- Communicate with homeowners about leases, rent payments and deferrals, and lease termination, as well as satisfactorily resolve any complaints
- Create tenant notices/letters regarding rent payments, potential lease termination/evictions, community standards and maintenance concerns including waste management, etc. for the Operations Manager’s approval and distribute them
- Interview prospective tenants, represent CAPREIT in selling homes and renting lots
- Assist with the organization and implementation of tenant appreciation and social events, such as BBQs, Bingo nights, etc.

Property Duties:

- Ensure new tenants are correctly entered into the system with respect to their lease dates, rent payments etc. and that the correct name appears on the rent rolls.
- Maintain an effective system of rent collection and to initiate follow-ups where payments are not made on the due date. Examine the A/R Report, from SAP system, on a weekly basis.
- Initiate and follow legal and collection proceedings where necessary. Specifically, this involves issuing statements and/or discrepancy letters, issuing proper legal notices for unpaid rents and when necessary, providing the solicitor with accurate information for court proceedings.
- Correspond with sheriff re evictions and accompany sheriff during suite inspections/evictions.
- Record and notify tenants of returned cheques.
- Take action regarding renewal status (terminating tenancy, confirming yearly renewals etc)
- Communicating with Property/Operations Manager regarding tenant arrears, complaints, and other building issues.
- Adhere to company administration procedures.
- Distribute the necessary forms for tenant transfers, assignments and special terminations, and ensure that the tenant’s LMR is processed as the specific situation demands.
- Ensure the Tenancy Agreement and all other documents are correctly prepared and executed.
- Maintain an accurate account of suite availability, i.e. issue appropriate correspondence to tenants, and ensure that inspections are carried out on vacant suites. Examine the Snapshot Vacancy Report, from the SAP system, on a daily basis to keep track of available suites.
- Conduct purchasing functions for materials in SAP to facilitate day to day business and suite turnovers etc.
- Market and rent vacant suites in the building with the intent of maintaining an occupancy rate of 100%.
- Conduct tenant relations with the intent of achieving and maintaining a high level of tenant satisfaction.
- Carry out other duties as may be assigned from time to time.
- Other Factors:

- Working hours must correspond with high traffic hours of tenants and prospective tenants
- The last day of the month and first day of the month are high traffic hours

**Qualifications**:

- 2 years of relevant experience in similar line of work
- Previous experience in res