Property Administrator

7 days ago

Ottawa, Ontario, Canada RioCan Full time $40,000 - $58,000 per year
Who We Are
For over 30 years, our entrepreneurial mindset and strategic vision have fueled our growth into one of Canada's largest and most successful REITs. Our retail-focused and mixed-use portfolio reflects our commitment to creating vibrant community spaces where people want to shop, live, work, and play. We take pride in our strong legacy while continuously adapting, innovating, and investing in the future. We are proud to be recognized as one of Canada's Most Admired Corporate Cultures, Canada's Greenest Employers and a Greater Toronto Top Employer.
At RioCan, we believe our people are our greatest strength. We foster a welcoming, inclusive culture where employees can connect authentically, grow continuously, and bring their whole selves to work. Here, you'll find opportunities to learn, lead, and make an impact every day.
POSITION OVERVIEW: This role is located at our Donald Plaza location in Ottawa. Reporting to the Sr. Property Manager, this position provides administrative support and helps to ensure smooth day-to-day operation of the properties. RESPONSIBILITIES:
  • Assist the Sr. Property Manager in collecting and entering monthly rents and tenant sales and maintaining current A/R notes and records;
  • Maintain and update tenant contacts, files and other files/trackers as necessary;
  • Formulate and distribute tenant letters, memorandums, rental advice notices, default/demand notices, year end reconciliations and all other correspondence as necessary;
  • Coordinate tenant welcome packages and tenant portal (RioCan Connect) set up;
  • Attend operations and tenant meetings and record meeting minutes as required;
  • Assist in resolving tenant issues and provide additional assistance in resolving day-to-day issues as required;
  • Maintain accounting and invoicing procedures in conjunction with Head Office, including processing supplier invoices, creating/entering purchase orders, preparing monthly tenant statements of account, tenant chargeback invoices and reconciliations, cheque requisitions, stop billings, rent rolls, and other related reporting;
  • Assist with preparation and tracking of annual budget workbook including utility register and contract list.  Maintain workbooks as changes occur throughout each budget year;
  • Maintain certificates of insurance for tenants;
  • Maintain certificates of insurance and WCB letters for contractors;
  • Arrange for tenant signage as required and attend related marketing meetings;
  • Assist the Property Manager with the preparation of pylon signage, storage, parking and other B&L agreements;
  • Assist with the coordination of tenant and shopping centre events;
  • Provide general and administrative support including sending/receiving couriers, ordering supplies (kitchen/office), catering orders, office and equipment maintenance coordination;
  • Other duties / projects as required.
QUALIFICATIONS:
  • College Diploma or Certificate in Office Administration or Accounting;
  • 3 years of previous relevant experience in an administrative role;
  • Proficient in Word, Excel and Outlook;
  • Previous experience with Yardi;
  • Proven organizational skills and ability to meet deadlines;
  • Ability to work both independently and as part of a team.
Why join RioCan?
We believe in rewarding you for what you do and investing in your career and long-term success. Our total rewards program is designed to help you thrive in every aspect of your life: physically, emotionally, financially, and socially. Here's what we offer:
An Extensive Health and Benefits Program that includes health and dental benefits starting on day one, healthcare and wellness/lifestyle spending accounts, access to an employee family and assistance program, virtual healthcare services, and other resources to support your overall well-being.
A Comprehensive Retirement Program to help prepare you for your future. This includes matching employee contributions in a retirement savings plan, pension plan, and an employee unit purchase plan.
Work/Life Balance that prioritizes you. Enjoy flexible work hours, an extra-long weekend with our RioCan Cares Day, and half days before every long weekend in the summer.
Professional Growth and Development opportunities to advance your skills and grow your career through our continuing education reimbursement, mentorship and leadership development programs, on-demand online learning, and cross-functional training opportunities.
Additional Perks and Benefits that include paid time off, parental leave top-up, employee discounts, referral and recognition programs, and year-round opportunities to connect through community initiatives, committees, and social events.
If you share RioCan's values and a passion for real estate, we want to hear from you.
We are committed to creating a diverse and inclusive work environment where all employees are valued, included, and empowered to do their best work and bring great ideas. People are at the core of who we are, and we respect that they have taken all paths to get here. RioCan welcomes applications from all candidates and is committed to providing accommodations for people with disabilities. If you require accommodation at any stage of the application process, please let us know, and we will be happy to work with you to meet your needs.
You can visit us at and follow us on LinkedIn to learn more about who we are and what a career at RioCan can look like for you. We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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