Reporting to the Senior Property Manager, the Property Management Administrator will assist the Property Manager in the process of managing the day-
to-day activities involved in running commercial real estate properties as assigned. The Property Management Administrator will be a well-
organized, proactive self-starter, placing a high priority on excellent customer and client services along with having a passion for working in commercial real estate.
KEY RESPONSIBILITIES :
Establish and maintain a professional working relationship with tenants and address their concerns in a timely and efficient manner
Responsible for monthly rent collection and collection of arrears and report on same; increase and track EFT / PAD participation
Accounts Payable processing and purchase order processing
Coordinate the allocation of resources to ensure property managed in a proactive first-class manner, including coordinating external services and procuring services as required and under procurement policy
Manage day to day property operations and service contracts to ensure timely response and proactive manner in overall property maintenance and safety on a daily basis
Assist in the preparation and presentation of property reports and variance comments (i.e. monthly / quarterly / annual report to Executives, etc.)
Manage and coordinate all insurance claim documentation including liaise with Claims Adjuster
Manage and assign the parking allocations for assigned portfolio properties. This includes review and reconciliation of parking revenue / expense reports
Respond to tenant requests for information and assistance
Communicate and liaise with security. Understand the various roles of security to observe and report and maintain an awareness of security events and situations on the properties.
Arrange for additional security coverage as needed
Assist in preparation of annual Operating and Capital budget for properties in the portfolio, including forecasting and identifying cost savings throughout the year
Liaise and meet with tenants on a regular basis to resolve concerns
Work with Tenant Services Coordinator and Operations team to ensure timely response to Tenant Work Order System Requests and management of Angus program
Complete ongoing quality service inspections of properties and tenant premises
Manage cleaning services and contract with the cleaning company. Respond to tenant concerns and coordinate scheduled cleaning inspections with tenants
Manage property information and keep current files properly filed electronically and in hard copy
Coordinate New Tenant Welcome Package and delivery of Rental Notice and Year-end adjustment invoices
Work with Building Operators to coordinate and communicate to tenants / stakeholders all major repairs and maintenance projects that impact overall access to the building (i.
e. power shutdowns, after-hours preventative maintenance, water shutdowns, etc.)
Assist Director, Property Management & Operations with development of policies and procedures
Oversee and work with Building Operators for implementation and documentation of sustainability initiatives
Coordinate and oversee the preparation of LEED submissions, BOMA Award entries such as BOMA BEST and BOMA Certificate of Excellence, etc.
Organize waste and recycling audits, tenant information and appreciation events, lunch and learns; etc.
Manage Pattison elevator screen program including approval of design creation, advertising content and manage scheduling
Other projects or responsibilities as assigned
University degree or a CPM or RPA designation is an asset.
Must have Associates License through Real Estate Council of Alberta.
Five (5) years progressive Property Management experience.
Advanced knowledge in Microsoft Office applications.
Positive and pro-active attitude with superior team building, interpersonal and communication skills.
Knowledge of operational procedures, general maintenance, construction, contract negotiation.
Able to work both in a team environment and independently.
Proven organizational skills; able to cope with changing client needs and deliver successful results within agreed upon timeframes.
An assertive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment.
Detail oriented with exceptional analytical and problem solving abilities.
A dedication to providing exceptional service, every day.
The ability to adapt to change in a positive way and deliver successful results within a given time frame.
A team-oriented approach to meeting goals and objectives.
A willingness to admit mistakes and easily digest constructive feedback, using it as a learning opportunity.
The ability to perform with exceptional integrity, always striving to do the right thing and help to create an environment built on trust, honesty and respect