Property Administrator

Property Administrator

Join to apply for the Property Administrator role at Avison Young.

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We have designed our corporate structure to best serve our clients by enhancing collaboration across our organization. At Avison Young, we are committed to providing a comprehensive suite of commercial real estate services to our clients while fostering a supportive and inclusive workplace culture for our employees.

Our collaborative approach and emphasis on personal and professional growth create an environment where individuals can thrive.

The Property Administrator reports to the Property Manager. The Property Administrator provides administrative and building operations support, keeps the Property Manager informed, and seeks guidance and direction as appropriate.

• Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation, and ability to interpret financial data
• Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
• Excellent customer and tenant service orientation
• Ensuring tenant satisfaction, building relationships and problem‑solving skills
• Assist with the implementation of new programs, ensuring policies and procedures are followed
• Proficiency in Microsoft Word, Excel, Outlook, and property management software such as Yardi
• Organizational and multitasking skills with strong communication both written and oral
• Self‑motivated, professional, and flexible; work independently or collaboratively in a team environment
• Ensure assets are presented and operated to the best possible standards
• Assist with preparation for the annual budget process for assigned buildings
• Draft and distribute correspondences to tenants
• Rent collection, cheque posting, and application of monies to tenant accounts in company software
• Review monthly recurring billings; monitor and control tenant arrears; reconcile tenant accounts; report weekly on accounts receivable; minimize delinquent accounts
• Prepare and issue statements 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 and tenant requirements under lease agreements
• Ensure excellent tenant relations and strong customer service
• Process invoices, match, code, and verify batches; monitor payment of vacant unit utility accounts
• Process all cheques, invoices, and related reports in Yardi accounting software
• Complete all administrative functions relating to property management
• Read and understand leases, maintain accurate information, and ensure accurate record keeping
• Maintain and update security deposit reports, tenant information, and emergency contacts
• Record, update and maintain insurance coverage for tenants and contractors; verify workers compensation coverage
• Perform a variety of administrative duties: word processing, filing, photocopying, scheduling appointments, answering phones, receiving guests, etc.
• Ensure tenants abide by lease terms and relevant statutes
• Co‑ordinate maintenance of preventive maintenance program, dispatch and follow‑up on tenant requests, prepare monthly chargeback reporting
• Co‑ordinate and supervise service contracts and verify invoices match contract pricing and POs
• Co‑ordinate annual fire inspections and deficiency repair schedules with contractors and tenants
• Ensure site‑specific documentation and financial reports are completed accurately and on time
• Assist in budgets, financial reports, contracts, expenditures and purchase orders related to facilities
• Perform any additional duties as directed by the Property Manager

• 3+ years of related Property Management experience or post‑secondary courses in property management
• Strong communication and interpersonal skills, both oral and written
• Knowledge of operating statements and understanding of budgets and recoveries
• Focus on customer service and teamwork
• Abili…