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Accounting Administrator
3 weeks ago
Purpose:
The Accounting Administrator supports both the Accounting and Property Management teams by managing all tenant lease documentation, processing administrative changes, and maintaining accurate and compliant tenant records. This role centralizes lease-related administrative tasks—such as preparing documents, updating Property Management Software and organizing tenant paper and electronic files—to ensure consistency across the portfolio and seamless coordination between property teams and head office, all while maintaining a positive tenant experience.
Responsibilities:
Lease Documentation & Administrative Processing (60%)
• Serve as the central point for all tenant lease-related documentation requests from Property Administrators.
• Prepare and process accurate and timely lease documents, including:
- Amendments: parking, locker, occupancy date changes, extensions, reassignments
- Terminations: agreements to terminate tenancy, refund forms, required notices
- Transfers: termination paperwork + new lease package
- New Leases: complete lease packages and required attachments
• Verify information to ensure alignment with company policies and approved rental rates.
• Track document status, coordinate signatures, and follow up on outstanding items.
• Communicate with Property Accountants to clarify any missing or incomplete information.
Data Entry & Reporting (25%)
• Enter and update tenant and lease information in the Property Management System, ensuring accuracy for billing, occupancy, charges, and reporting.
• Maintain logs, trackers, and internal lease activity reporting.
• Assist with month-end and reconciliation tasks by ensuring documents and system data match.
• Identify inconsistencies and collaborate with Accounting and Property Management to resolve them.
Document Control & File Management (15%)
• Scan, upload, and index all fully executed lease documents.
• Ensure all final documentation is placed correctly within tenant digital files.
• Maintain an organized, audit-ready filing structure consistent with corporate standards.
• Protect the confidentiality and security of tenant documentation.
Requirements:
• High school diploma required; college diploma in Business Administration, Accounting, or Property Management preferred.
• 1–3 years of experience in administrative, accounting support, or property administrator roles.
• Experience with MRI or other property management software is an asset.
• Take on ad hoc responsibilities and initiatives as needed to ensure efficient workflow and support business objectives.
• Strong attention to detail and accuracy in documentation and data entry.
• Excellent organizational and time-management skills; able to manage multiple priorities in a fast-paced environment.
• Clear, professional written and verbal communication skills.
• Proficiency with Microsoft Office (Excel, Word, Outlook).
• Ability to interpret lease documents, agreements, and basic accounting-related information.
• Collaborative mindset; able to work effectively with Accounting and Property Management teams.
Role Specific Requirements:
• Maintains strict confidentiality when handling sensitive tenant and financial information.
• Demonstrates professionalism in all interactions with internal teams and external stakeholders.
• Ensures all lease documentation, filings, and MRI entries are complete, accurate, and compliant with company procedures.
• Follows established workflows and processes consistently.
• Identifies gaps, discrepancies, or missing information in documentation.
• Uses sound judgment to escalate issues or seek clarification when necessary.
• Provides reliable administrative support to Property Administrators, Property Accountant and the accounting team.
• Helps streamline processes, reduce administrative workload, and support operational efficiency.
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by the job holder. They are not an exhaustive list of all the responsibilities/accountabilities of the job therefore, additional responsibilities may be added from time to time depending on organizational requirements.
We are an equal opportunity employer and welcome applicants from all backgrounds. We value diversity, inclusion, and a workplace where everyone can thrive. Discrimination of any kind is not tolerated, including on the basis of age, color, disability, gender, gender identity or expression, marital status, national origin, political affiliation, race, religion, sexual orientation, veteran status, or any other characteristic protected by law.
We are committed to providing accommodations for applicants with disabilities throughout the recruitment process. If you require any accommodations, please let us know so we can ensure you have equal access to all opportunities.
To support our recruitment process, we may use technology, including AI-based tools, to help review applications or summarize interview notes. However, all hiring decisions are made by our hiring team—not by automated systems.
