Property Administrator

The Property Administrator is responsible for the day-to-day accounts receivable, accounts payable, accounting system inputs, timely tenant rental collection, tenant insurance documentation, tenant account reconciliations, bank deposits, general inquiries involving lease administration issues and related administrative functions. Assist Property Manager in budget preparation and monthly and quarterly reporting processes.

Your Responsibilities:

General Property Administration:

1. Input new accounting/lease administration data in a timely manner for new tenants & renewals, prepare lease abstracts and complete any adjustments as required.
2. Review and print related monthly and quarterly reports (rent rolls, accounts receivable, rent-up, accounting reports) and provide the Property Manager with any changes to the rent roll or other reports as requested.
3. Primary point of contact for any billing and/or collection issues.
4. Prepare cheque requisitions for tenant allowances, lease commissions, etc.
5. Maintain a log of project costs and prepare expenses for Property Manager approval.
6. Respond to general day-to-day inquiries and concerns from tenants.
7. Organize and maintain complete tenant and building-related files.
8. Maintain filing systems for contracts, insurance certificates, tenant information, and other documentation.
9. Prepare relevant letters and documentation for tenants throughout the year, including but not limited to year-end Tenant recoveries.
10. Preparation of monthly accruals.
11. Preparation and tracking of purchase orders.
12. Collection of monthly tenant sales, calculation of percentage rent and required billings and reporting.
13. Maintenance of all Job Costing including creating jobs, reconciliation, processing hold-backs and management fees.

Accounts Payable/Receivable Responsibilities:

1. Process invoices for necessary review and approval on a timely basis.
2. Review and allocate accurate codes to all invoices.
3. Prepare cheque requisitions for tenant allowance, etc.
4. Review rent rolls for accuracy.
5. Process bank deposits and reconciliation; take deposits to bank as required.
6. Accounting system entries and procedures (tenant chargebacks, adjustments, etc.).
7. Contact tenants to ensure timely collection of receivables.
8. Enroll tenants in PAD and EFT programs.
9. Prepare monthly A/R report for internal and external reporting.
10. Reconcile accounts and advise tenants of any outstanding amounts on a timely basis.
11. Administer tenant chargebacks.
12. Liaise with the Property Manager on delinquent accounts.
13. Respond to tenant inquiries about pre-bill or year-end calculations.

Budget and Monthly/Quarterly Reporting Books:

1. Assist in the preparation of annual budgets and reporting books (monthly and quarterly as required).
2. Assist in the preparation of annual operating cost pre-bill calculation and year-end reconciliations.
3. Prepare and update monthly and year-end accruals.

General Office Duties:

1. General office administration duties as assigned.

Requirements:

1. 3-5 years’ experience in office and/or property administration ideally in Property Management.
2. Experience with Yardi Voyager, setting up leases, charges, and cash applications.
3. Experience in commercial real estate, lease review, information, and billing set, inputting information into Yardi and other IT systems.
4. Must have a positive “can do” and “willing to pitch in” attitude.
5. Must be self-motivated, and can work both independently and as part of a team.
6. Outstanding written/verbal communication and interpersonal abilities.
7. Excellent practical knowledge of MS Office 365 applications (Outlook, Word, Excel, PowerPoint, MS Teams).
8. Digital and paper filing.
9. Organized with the ability to prioritize and multi-task.
10. Reliable with patience and professionalism.
11. Ability to work with diverse and multi-disciplinary teams.
12. Detail-oriented and efficient.
13. Explore, articulate & implement process-driven efficiencies.
14. Willing to exceed expectations to produce quality work.
15. Experience with Yardi Voyager is an asset.

About Epic Investment Services

Epic is a fully integrated real estate management platform providing asset, investment, and property management services to institutional, wealth managers and high-net worth investors. Headquartered in Toronto, Canada, Epic has over $13 billion in assets under management across Canada and the U.S. comprised of 22 million square feet of office, retail, industrial, and multi-family residential properties.

How to Apply:

Qualified applicants may e-mail their cover letter and current resume to careers@epicis.com indicating “Property Administrator – Edmonton” in the subject line.

Epic Investment Services is committed to diversity, equity, inclusion, and is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to ethnicity, age, religion, race, gender identity, physical ability, sexual orientation, or any other elements protected by law. Epic Investment Services is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. For all internal and external applicants who require accommodation in the recruitment and selection process, please contact akumbaro@epicis.com for assistance/support.

We sincerely appreciate the interest of all applicants, however, only those selected for an interview will be contacted. No telephone calls or Agencies please.

Visit our website at www.epicinvestmentservices.com for further company details.