Property Management Administrator-Commercial

Property Management Administrator

At Regional Group, we're not your typical real estate company – we are driven by our mission of enriching communities and creating places where people thrive. We are innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. As a fully vertically integrated real estate company, we bring together expertise in development, construction, asset management, and property operations to deliver exceptional value and experiences. Through our homebuilding division, eQ Homes, we continue to set the standard in home innovation and sustainable living With a $5+ billion pipeline of commercial, mixed-use, and residential projects across Ontario and Quebec, and a management portfolio exceeding 2.9 million square feet of commercial space and 2,000 residential units. With this legacy as our foundation, we strive to be the real estate company of choice for our customers, partners, and communities.

At Regional Group, we believe our people are our greatest strength and foster a culture of lifelong learning, fearless innovation, and integrity. We strive to elevate the ordinary into the extraordinary—through our projects, our decisions, and our impact on the communities we serve. Passion drives everything we do, inspiring us to deliver our best work and turn challenges into opportunities.

About the Role

This position requires an individual who possesses superior organizational skills to perform multi-faceted reporting and administrative duties.

The key overall objective of the Administrator, Property Management is to provide administrative support to the Property Manager and Property Management Division.

Key Responsibilities:

• Provide general office administrative support to the Property Management Team (i.e., fax, scan, copy, file, mail, courier, etc.), and perform reception-related duties.
• Answer daily Tenant service calls, dispatch calls to Building Technicians and follow up with Tenant and Building Technicians to ensure calls are completed.
• Maintain Tenant and Building files and correspondence, both physical and server files, including security procedures (card access, holiday, and operating hours).
• Track tenant requests and provide billing for chargebacks.
• Take meeting minutes and assist with team members' calendar management.
• Develop and maintain process manuals and contract documents.
• Monitor, file, and manage building reports related to maintenance and life safety requirements.
• Maintain tenant insurance documents.
• Manage site parking spreadsheets, including pass and vehicle information, waiting lists, and coordination with parking lot management.
• Update On-Call Book/laptop regularly with tenant emergency contact information and security procedures, preparation of tenant notices.
• Prepare and or create "RFP's – Request for Proposals", obtain pricing from contractors as requested monthly for Property Manager approval and prepare contracts.
• Prepare Monthly/Quarterly Owner's Reports, and Owner distributions.
• Collaborate with the Accounting Department to assist with rent collections, budgeting, recovery letters, and managing accounts receivable (AR), accounts payable (AP), and general ledger (GL) reviews and reclassifications.
• Perform other related Property Management duties as required.
  

About you

• Extensive knowledge of Publisher YARDI Voyager accounting systems a requirement.
• Knowledge of MRI Angus is an asset.
• Thorough working knowledge of Word, Excel, Power Point, Internet Explorer.
  
• Strong written and verbal communication skills.
• The ability to multitask, prioritize assignments, and maintain attention to detail in a fast-paced environment.
• Friendly, engaging and a positive personality.
• Bilingualism is an asset.

Why Join Us:

Join a values driven culture:

• People
  • We believe our people are our greatest strength. We encourage our people to pursue lifelong learning, share new perspectives, and empower them to challenge fearlessly in the pursuit of going a level above and doing the right thing.
• Elevate
  • We strive to elevate the ordinary into the extraordinary in every action, every decision, and every community. We look for opportunities to go a level above, to elevate and evolve, encouraging innovation to consistently surprise and delight our stakeholders.
• Passion
  • Passion drives our commitment to deliver our best work for the communities we serve. With love for what we do, we naturally go a level above, see obstacles as opportunities, and let our passion fuel our ambition to be the best.
• We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement.
• We take pride in shaping real estate in Ottawa for over 60 years.
• Enjoy competitive pay, incentives, and tuition reimbursement to support your personal and professional growth.
• Benefit from 15 paid vacation days plus additional PTO to ensure a healthy work-life balance.
• Take advantage of our RRSP matching program and boost your financial future with confidence

Regional Group is an equal-opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs.