Property Administrator

SUMMARY

The Property Administrator reports to and supports the Senior Property Managers in the pursuit of excellence and best practice in all Property Management aspects. In addition to exceptional administration, organization and communication skills, the individual is detailed oriented with demonstrated initiative to improve processes and increase efficiencies while contributing to a philosophy of managing and working in a positive working environment.

PRIMARY RESPONSIBILITIES

You will be accountable for various property management activities, including:

1. Administrative Support

• Administer various property management documents.
  • Prepare, review, coordinate, collect and file various property management documents & reports.
  • Prepare various tenant letters and notices.
  • Provide administrative support for company owned parking lots.
  • Provide administrative support for tenant events.
  • Coordinate access to tenant spaces.
  • Coordinate the collection, filing and management of tenant insurance ensuring accuracy per the lease obligations.
  • Prepare tenant welcome correspondence.
  • Support tenant move in/move out administration.
  • Collect contractor insurance and validate WCB.
• Maintain property management and tenant records and files.
  • Ensure all documents follow standard naming conventions and are consistently filed in the appropriate share drive.
  • Ensure commercial property management hardcopy and electronic files are maintained and up to date.
  • Assist in maintaining an accurate and current records management system and databases.
  • Ensure tenant & supplier contact details are accurate and audited on a regular basis.
  • Maintain accurate records for all tenant & supplier communication

2. Tenant Relationship Management

• Respond to tenant inquiries and requests.
  • Point of contact for tenant calls, determining their needs and triaging to appropriate person in a timely manner.
• Coordinate & participate in various Merchant Association events.
  • Assist with the planning and coordination of promotions & events including marketing material.
  • Attend merchant and tenant events, as required.

3. Property Maintenance

• Point of contact for service provider inquiries and requests.
  • Point of contact for supplier calls and triaging to appropriate person.
• Coordinate building and property maintenance activities.
  • Coordinate weekly, monthly, quarterly, and annual preventative maintenance activities with the tenants
  • Issue purchase orders, as required.
  • Monitor and confirm service completion and follow up when required.

4. Other Duties

• Primary reception relief.
• Other duties as assigned.

This job description is not intended to be all-inclusive. Employees may perform other related duties as assigned to meet the ongoing needs of the organization.

ABOUT YOU

You have received education through a recognized certificate administration program and have a minimum of 2 years’ administration or paralegal experience. Experience in property management industry is an asset.

Your skills & abilities include:

• Working knowledge of administrative duties.
• Strong customer service that fosters positive tenant and supplier relationships.
• Proficient in using technology including experience working in a Microsoft environment (Windows and Office). The ability to learn new computer programs quickly and easily.
• A self-starter with the ability to be proactive, efficient and detail oriented to ensure work deliverables are available for review within tight timeframes and simultaneously manage several initiatives.
• Proven ability to problem solve, make decisions and exercise good judgment.
• Team player who can work and learn independently with strong interpersonal skills who works effectively with colleagues in terms of input, sharing of ideas and working to achieve common goals.
• Excellent written and verbal communication skills.
• Strong analytical skills with attention to accuracy and detail.

WORKLOAD DISTRIBUTION

This position should put appropriate effort on tasks based on the following distribution: Administration (50%); Property Maintenance Coordination (30%); Tenant Relationship Management (20%)