Property Administrator

11 hours ago

Calgary, Alberta, Canada MDC Realty Advisors Full time

Our Calgary-based firm manages a diverse portfolio of retail, office, and industrial properties across Western Canada and the Western United States. We are a boutique, growth-oriented company involved in all aspects of asset and property management. We are seeking a Property Administrator to join our Calgary office and support the day-to-day operations of our local portfolio, reporting to and in close collaboration with the Property Manager. This role offers the opportunity to grow within a collaborative property management team and gain exposure to all aspects of commercial real estate administration and operations.

Property Operations:

  • Process and accurately code supplier and contractor invoices.
  • Manage accounts receivable, ensuring all tenant invoices and rents are collected promptly.
  • Prepare tenant invoices and distribute to tenants accordingly.
  • Input lease details into Yardi.
  • Prepare tenant parking and storage agreements.
  • Collect monthly tenant sales revenue reports.
  • Serve as the front-line tenant contact for service requests, resolving inquiries, coordinating response and ensuring follow-up.
  • Track service issues to completion in Angus and ensure proper documentation
  • Organize contractors for the maintenance and upkeep of properties under the direction of the Property Manager, including preparing service agreements and managing purchase orders.
  • Assist with tenant move-ins and move-outs, including managing contact information, insurance, security deposits, rental advice notices, and utilities.
  • Coordinate contractors for repairs, maintenance, inspections, and minor capital work
  • Prepare and distribute tenant correspondence.
  • Assist with planning, budgeting, and reporting for the properties in coordination with the Property Manager and accounting team. This includes but is not limited to assisting with preparing quarterly and budget reports including variance analysis, financial, accounts receivables and operational summaries, including major repairs and capital projects, adhering to reporting deadlines, and preparing monthly accruals.
  • Maintain and track current insurance certificates for tenants and trades.
  • Provide daily administrative support to the Property Manager.
  • Other administrative and operational duties as reasonably required to support the management of the portfolio.

Requirements:

  • 2-3+ years experience in an administrative capacity in the commercial property management or other real estate field.
  • Proficiency in the use of Microsoft office tools such as Word, Outlook, and Excel.
  • Yardi experience is beneficial.
  • Basic accounting knowledge is beneficial.
  • Alberta real estate license or willingness to pursue licensing.
  • Self-starter with ability to work independently.
  • Able to allocate time effectively and manage tight deadlines.
  • Strong verbal and written communication skills geared towards positive customer relations.
  • Highly organized and detail oriented.
  • Competitive salary range offered, commensurate with experience, typically within the market range for commercial Property Administrators in Calgary.

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