Property Administrator

First Gulf is a proven market leader with more than $5 billion in developed assets. Offering development, construction, leasing, finance, and property management expertise, we provide clients with unique and exciting market opportunities. Within the

Greater Toronto Area alone, our team has completed development and construction of more than 5-million sf of premier, LEED-certified office space, with another 2-million sf currently under construction. Within the industrial sector, First Gulf has constructed over 6-million sf of space, with an additional 6-million sf currently in the pipeline. First Gulf also manages over 4-million sf of fully operational buildings.

All companies under the Great Gulf umbrella are united by one simple goal: the pursuit of greatness. It's achieved daily with the passion and dedication of every person who works tirelessly to make us great. If you have what it takes to make great things happen, apply today to join our team

Reporting to the General Manager, the Property Administrator is responsible for providing support for all aspects of day-to-day administrative activities for the assigned portfolio(s).

KEY RESPONSIBILITIES

Administrative Responsibilities

• Cash receipts and data entry, including cheques and electronic fund transfer recording, daily bank deposits, and security deposit applications.
• Manage Accounts Receivable Functions, including administration of tenant accounts, tenant charge-back processing, and collections of outstanding arrears. Monitor accounts receivable and report any concerns to the General Manager.
• Accurate monthly posting of Rent Rolls rents receivables, and any other chargeback invoices. Prepare account reconciliation for tenants, if required, and contact tenants for outstanding rents/invoices.
• Assist with the preparation and distribution of annual and monthly recurring billings and year-end billings.
• Assist with the preparation of the annual budget and year-end accruals as directed by the General Manager.
• Accounts Payable Functions, including circulation and administration of the operating cost tracking system, accurate cost coding, and timely vendor invoices. Provide record-keeping of accounts payable electronically in the shared data drive, according to the property/tenant file.
• Maintain accurate records of retail sales reports, calculate percentage rent (if applicable), and issue percentage rent invoices.
• Prepare and issue Purchase Orders to vendors for GTA portfolio, as required by the General Manager or Sr. Operation Manager.
• Prepare and issue authorization letters for mobile signage and keep accurate records of mobile sign reservations.
• Prepare Pylon Agreement and Parking License Agreement, as required from time to time.
• Liaise with tenant, vendor, and accounting group regarding accounts receivable/payable matters in a professional, courteous, and efficient manner.
• Organization and maintenance of tenant electronic and hard copy filing system.
• Complete understanding and adherence to the Environmental Policy, the Code of Conduct, the Privacy Policy, and other policies and procedures relevant to the position as prescribed from time to time.
• Other duties as directed by the General Manager.

Tenant Services Responsibilities

• Effectively handle customer/tenant complaints and inquires as much as possible following established guidelines/procedures/policies; ensure information forwarded to the appropriate staff member/manager for any required follow-up
• Obtain/maintain all records on tenant insurance certificates, accounting and emergency contacts
• Assist with/maintain tenant relationships on an ongoing basis to forego, where possible, development of serious landlord/tenant issues
• Assist with company initiatives administration, including Building Engines, seasonal events and desk drops, holiday décor, etc.
• Tenant communications through bulletins, posters, Captivate advertising and portal
• Other duties as directed by the General Manager

PHYSICAL ENVIRONMENT

• Indoors in a shared office space
• Office environment – sitting/working at desk/computer
• Working in office a minimum of 4 days a week

PHYSICAL REQUIREMENTS

• Able to be seated for long periods of time in front of a computer screen.
• Able to sort, file, and print documents when necessary.
• Occasionally needs to lift and carry files weighing up to 25 pounds.

Great Gulf Group of Companies is committed to providing a fair and equitable work environment and encourages applications from qualified women, men, visible minorities, aboriginal peoples and persons with disabilities. As per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA), Great Gulf will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise Human Resources.

To be eligible to apply for this position you must be legally entitled to work in Canada. We are not accepting International applicants without a valid work permit. We thank all applicants for their interest. Only successful candidates will be contacted.