Property Administrator

Property Management – Property Administrator

THE TEAM

As local representatives of Gulf Pacific, the mission of the Property Management team is to uphold the highest standard of operational and administrative excellence in property management. The Property Management team is responsible for maintaining a high level of communication with tenants to ensure their requests and concerns are addressed effectively and efficiently.

THE OPPORTUNITY

As a local representative of Gulf Pacific reporting to the Property Manager, the incumbent is expected to conduct themselves appropriately and present an acceptable and professional appearance. All responsibilities must be completed with minimal supervision, maintaining a high level of communication with the supervisor to keep them informed of impactful situations. The role also involves staying informed about industry changes, contributing to policy improvements, ensuring timely report distribution, and handling any additional duties assigned by the property manager, all aimed at maximizing property value and minimizing risks.

THE ROLE

As the Property Administrator, you will assist the team to perform the following:

Client Relations/Client Reporting

• Understand the expectations of the clients, in collaboration with the property manager, and update or reconfirm them from time to time.
• Attend regular client/tenant meetings as required and communicate with the client as required.

Tenant Relations & Retention

• Assist in proactively managing relationships with tenants by anticipating their needs to help eliminate potential issues.
• Respond to tenant requests in a timely and professional manner. Create a 'Best in Class' service by being timely and responsive.
• Proven excellence in servicing tenants with the ability to see both the tenant's/customer's perspective and the impact on the organization and the property.
• Prepare and distribute tenant Welcome Packages.
• Maintain and update tenant contact information as required.
• Coordinate tenant events, marketing, and website information

Budgeting & Financial – in collaboration with the Property Manager

• Assist in the preparation of annual operating budgets and monitor deadline dates.
• Manage the distribution of budget packages, Rental Schedules, CAM billings and Year End expense reconciliation statements.
• Review Accounts Receivables and collect rents in arrears. Launch and monitor collection actions in conjunction with the property manager instructions.
• Track annual real estate tax payments and assessment valuations for portfolio.
• Prepare tenant chargeback letters, residential rent increases form, post-dated cheque requests.
• Perform credit checks and corporate title searches as required.
• Review and process Lease Summaries.
• Distribute residential rental increase notices.
• Collect and process Gross Sales reports.

Maintenance

• Assist with service call placement and tracking of service events.
• Obtain quotes and place orders for services as directed by property manager.
• Assist in sustainability and energy management programs as required.
• Utilize and maintain maintenance &/or service request data.
• Monitor performance of Tenant (Tenants Service Requests) & Contractor Work Orders. Ensure they are addressed, distributed, acted upon, and closed in a timely manner.

Service Contractors & Suppliers

• Assist with the review and maintain records of contract expiry dates.
• Assist with tracking of service providers and suppliers' compliance with Provincial codes/acts, WorkSafe, and GPPPM requirements.
• Follow up with suppliers and contractors that goods and services provided are to our satisfaction, as required.

Leasing & Lease Administration

• Prepare licensing, parking, signage agreements as required.
• Act as back-up and/or relief for additional documentation as required.

Strata Administration – if applicable

• Prepare and distribute AGM & Strata Council Meeting agendas and minutes.
• Maintain strata records as required.
• Prepare Form F & B's as required, generate invoices as applicable.

THE QUALIFICATIONS

The Property Administrator has:

• Minimum of 2-3 years related office experience in a property management, development or property service-based environment.
• General understanding of the basics of commercial property management, an individual with a "can do attitude."
• Valid Provincial Real Estate License for Property Management and Trading or Strata, preferred or willing to obtain, but not required.
• Independent, self-starter, team player. Excellent organizational, priority, and communication skills.
• Able to work well under pressure, deal with multiple deadlines and priorities, effectively handle stressful situations, deal intuitively with situations, and work with minimal directions and supervision.
• High degree of professionalism and passion for success.
• Ability to develop and maintain excellent working relations with clients and tenants.
• Follow-thru and follow-up skills.
• MS Office, Spectra, SharePoint, Yardi or Angus software skills.
• All candidates may be subject to a criminal record check and review of a drivers abstract at the discretion of GPG management.

Additional Competencies

• Makes sound decisions in a timely manner, relying on a blend of analysis, wisdom, experience, and judgment; recognized for accurate solutions and sought out for advice by others over time.
• Clearly delegates responsibilities tasks and decisions; set clear objectives and measures performance; monitor process, progress, and results; provide effective coaching and feedback on a regular basis.
• Cultivates an environment that inspires individuals to excel; can motivate many kinds of direct reports and team/project members; can assess each person's hot button and uses it to get the best out of others; empowers others; invites input from each person and shares ownership and visibility; makes everyone feel their work is important; is someone people like working for and with.
• Prioritizes and focuses time on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
• Demonstrates a commitment to meeting the expectations and requirements of internal and external customers; seeks customer information and uses it for improvements in products and services; acts with customer in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
• Addresses conflicts proactively, viewing them as opportunities; quickly assesses situations; excels in focused listening; adept at negotiating agreements and resolving disputes fairly; finds common ground and secures cooperation with minimal disruption.

THE REWARDS

Industry-leading benefits you will receive while working at Gulf Pacific:

• Competitive Compensation – We offer competitive salaries and competitive benefits packages to attract and retain top talent.
• Career Growth Opportunities - We are committed to helping employees access training, workshops, and other professional development resources that will assist you to progress in your career.
• Employee Wellness - We understand the importance of achieving work-life balance and we are dedicated to efficiently managing employee workloads, empowering you to navigate your personal and professional lives more effectively.
• Business Casual Dress Code – Our business casual dress code encourages you to dress comfortably and stylishly, creating a professional yet relaxed atmosphere.
• Team Environment – We foster a collaborative and inclusive workplace culture where employees are encouraged to share ideas and contribute to the success of the company.

Gulf Pacific is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences. If you are looking to take the next step in your career and want to join an amazing company with great benefits and culture, we would love to meet you.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Job Types: Full-time, Permanent

Pay: $60,000.00-$75,000.00 per year

Benefits:

• Dental care
• Extended health care
• RRSP match
• Vision care

Work Location: In person