Property Administrator

PURPOSE

The Property Administrator is accountable to the (Senior) Property Manager or (Senior) District Manager for managing daily and periodic administrative functions for the residential building to enable the property management group to achieve its business goals and objectives in providing uninterrupted property management services to Tenants.

DUTIES AND RESPONSIBILITIES

1. Accounts Receivable and Collections

Assists with tenant accounts and initiates collection activities to ensure that rents are paid on a timely basis, maintains various tenant deposits.

2. Accounts Payable Process

May assist maintaining monthly accruals as well as process and review all invoices in a timely manner and matches them to the purchase orders/contracts to ensure accuracy in account coding and proper approvals of documents while following up on any discrepancies to obtain final approval.

3. Tenant Relations

Serves as primary point of contact addressing complex tenant issues and inquiries including collections, rent abatements, tenancy terms and conditions, tenant improvements, etc., to contribute to the tenant retention and satisfaction, and sustain optimum occupancy rates.

4. Weekly, Monthly and Quarterly Reporting

Prepares weekly, monthly and quarterly reporting to provide management with resources that can be relied upon for decision making purposes, if required.

5. Budgeting and Reforecasting

Assists the District Manager with the completion of monthly financial reporting, shared facilities report and annual budget.

6. Marketing and Leasing

At some properties, may assist tenants with various rental and lease administration procedures including showing and renting suites to prospective tenants, issuing lease documents (completing credit, landlord and employment checks) and approves/disapproves tenant applications based on information received, records daily phone calls and traffic, and maintains suite availability records and weekly rentals; monitors advertising and makes recommendations to manager to maintain optimal occupancy.

7. Tenant Notices

At some properties, may prepare paperwork such as Notice of Rent Increase and Process lease renewals or vacating notices; issues and serves all legal notices in relation to non-payment of rent and other related issues under the Residential Tenancies Act, and follows-up until matter is resolved; may be responsible for attending tribunal hearings.

8. Other Property Documentation

Prepares, records, updates and distributes documentation and correspondences for building maintenance/repairs, HVAC, custodial services, parking records, etc.; maintains office supplies inventory; maintains all resident files and keeps Head Office current on resident status; offers constructive suggestions to manager regarding improvements that can be made to improve resident relations, building maintenance or administrative procedures.

9. Supervision of Staff

Oversees, monitors and trains site staff ensuring compliance with company policies and procedures. 

Any other job related duties and/or projects that may be assigned.

MINIMUM REQUIREMENTS
Skills, Knowledge, Experience and Education

• College Diploma in Business Administration or equivalent
• Minimum 5 years experience in property administration
• Familiar with rules and regulations of the Tenancy Agreement
• Working knowledge of the Residential Tenancies Act and/or the Condominium Act (dependent on property)
• Up-to-date with City By-Laws
• Good knowledge of MS Office applications

Core Competencies

• Excellent organizational skills
• Strong negotiation skills
• Strong communication skills both verbal and written
• Strong team building and management skills
• Creative thinking
• Ability to handle difficult situations in a professional manner
• Ability to maintain good working relationships with all stakeholders