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Property Administrator

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Avison Young

11d ago

  • Job
    Full-time
    Mid Level
  • Accounting & Tax
    Real Estate & Property
  • Rockville

AI generated summary

  • You need 3+ years in property management, strong communication skills, budget knowledge, customer focus, problem-solving ability, detail orientation, and proficiency in Microsoft Office; Yardi experience is a plus.
  • You will assist with budgeting, tenant communications, rent collection, invoicing, account reconciliation, and property maintenance management while ensuring excellent tenant relations and administrative support.

Requirements

  • 3 + years of related Property Management experience or post-secondary courses in property management required.
  • Strong communication and interpersonal skills, both oral and written.
  • Knowledge of operating statements and strong understanding of budgets and recoveries
  • A focus on customer service and working as part of a team.
  • Ability to meet deadlines, prioritize tasks and work well under pressure
  • Results oriented, detail oriented and accurate
  • Exceptional problem solving and attention to detail
  • Proficiency in Microsoft Word, Excel and Outlook
  • Experience with Yardi accounting system a definite asset
  • Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio

Responsibilities

  • Assist with preparation for the annual budget process for assigned buildings within the portfolio.
  • Draft and distribute correspondences to tenant
  • Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
  • Responsible/ accountable for reviewing monthly recurring billings
  • Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
  • Prepare and issue statement of Rental Charge Invoices and letters
  • Liaise with tenants and accounting regarding accounts receivable matters
  • Prepare and issue purchase orders. Reconcile purchase orders against invoices
  • Assist the Property Manager with client relationship management
  • Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.
  • Ensure excellent tenant relations and strong customer service
  • Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
  • Monitor, track and ensure payment for all vacant unit utility accounts
  • Process all cheques, invoices, and related reports and systems within Yardi accounting software
  • Complete all administrative functions relating to property management as specified
  • Read and understand leases to ensure accurate information is received and maintained
  • Maintain and update security deposit reports
  • Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
  • Record, update, and maintain insurance coverage for all tenants and contractors
  • Liaise with tenants and contractors as required or directed
  • Verify Workers Compensation coverage for service providers
  • Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
  • Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
  • Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives
  • Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
  • Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)
  • Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
  • Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
  • Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities
  • Other such duties as directed and required by the Property Manager

FAQs

What is the primary responsibility of the Property Administrator?

The primary responsibility of the Property Administrator is to provide administrative and building operations support to the Property Manager while ensuring that tenants receive excellent service and support.

What qualifications are required for the Property Administrator position?

Candidates should have at least 3+ years of related Property Management experience or post-secondary courses in property management. Strong communication, interpersonal skills, and knowledge of operating statements and budgets are also required.

Is experience with Yardi accounting software necessary?

While not mandatory, experience with Yardi accounting software is considered a definite asset for this position.

What role does customer service play in this position?

Customer service is a key focus in this position, as the Property Administrator is responsible for ensuring tenant satisfaction and addressing tenant queries and issues in a professional and timely manner.

What type of benefits does Avison Young offer full-time employees?

Avison Young offers benefits including traditional and Roth 401k with employer match, paid parental leave, medical, dental, vision insurance, life insurance, short & long-term disability, wellness programs, and more.

Are there opportunities for professional growth within the company?

Yes, Avison Young emphasizes personal and professional growth, providing opportunities where individuals can thrive in their careers within a collaborative environment.

Is there a formal process for rent collection and tenant account management?

Yes, the Property Administrator is responsible for rent collection, cheque posting, account reconciliation, and monitoring tenant arrears, ensuring efficient management of tenant accounts.

Does Avison Young promote a diverse and inclusive work environment?

Yes, Avison Young is committed to promoting diversity and inclusivity within the workforce, ensuring equal treatment of all individuals regardless of race, gender, religion, sexual orientation, or disability.

What skills are important for success in the Property Administrator role?

Important skills include strong problem-solving abilities, attention to detail, organizational and multitasking skills, proficiency in Microsoft Office, and the ability to communicate effectively both orally and in writing.

What are the working hours for this position?

The job description does not specify exact working hours, but it implies the need to work under pressure and meet deadlines, suggesting a full-time commitment.

Avison Young

Insight driven by collective global intelligence that delivers value & competitive advantage in commercial real estate

Real Estate
Industry
1001-5000
Employees

Mission & Purpose

Avison Young creates real economic, social and environmental value as a global real estate advisor, powered by people. At Avison Young, we are a unique engine of collective intelligence who believe in the positive impact commercial real estate can make in people’s lives. Our teams are built to be nimble, embrace curiosity, foster creativity, and promote agile thinking to achieve greater collective success. Our people bring this perspective to every client relationship, every transaction and every interaction with each other. What could we do in collaboration with you?