Property Administrator

Located in Western Canadian Place, Calgary and reporting to the Senior Property Administrator, the Property Administrator is responsible to provide support for all aspects of day-to-day activities for the Western Canadian Place and Intact Place. This role requires strong analytical skills, exceptional attention to detail, and the ability to work effectively in a fast-paced environment.

• Processing all vendor invoices in Yardi Voyager
• Investigate overdue balances diligently (vendor statements)
• Provide support to Procurement Team for sending follow-up expired COI and WCB Clearances
• Collect compliance documentation and assist with onboarding and setting up new vendors
• Create and close vendor Purchase Orders
• Prepare and reconcile monthly Visa transaction statements in Workday
• Prepare and distribute letters to the vendors for the year end cut off date
• Review and prepare year end accruals list
• Capital Project Management - actively update all jobs in Construction Manager, assist with contract creation, monthly forecasting and processing capital project invoices

• Review monthly Recurring Comparison reports for upcoming month charges, ensuring all charges are accurate and understanding any variances (ie: rental step up).
• Actively pursue any outstanding rents - prepare and send reminders, demands and default letters as required.
• Analyze and act on monthly aged receivables, prepare statement of accounts and respond to tenant inquiries. Ensuring accuracy of posted rental charges and payment receipts.
• Ensuring Pursuits notes are entered into Yardi by the 10th of each month.
• Provide tenant security deposit balance reports.
• Administer lease related payments (i.e. tenant allowances)
• Enter monthly tenant sales, update monthly sales reports tracker for portfolio. Generate percentage sales invoice as required.
• Responsible for recording monthly parking expenses and revenue for Westmount Corporate Campus

• Collection of Tenant insurance certificates ensuring compliance to policies and Lease requirements are adhered to.
• Assist with tenant’s events.
• Prepare and provide quarterly tenant electricity statements to Tenants
• Distribute carbon reports to Tenants
• Provide monthly rent rolls, vacancy and occupancy reports to Brightly
• Input space manager and vacancy information in Real Data
• Prepare and provide janitorial vacancy reports to janitorial provider
• Maintain and update storage trackers
• Assist with preparation of annual budgets and reforecasts
• Prepare and distribute annual rental notices as well as year-end adjustment notices to ensure that terms of the lease agreement are met
• Prepare and distribute tenant correspondences, such as letters and bulletins (back up for APM)
• Maintain tenant and property files on Share Point
• Quarterly review of service contract files in Agiloft
• Maintain and update tenant contact information, including phone numbers, contact names and emergency contact information in Yardi
• Liaise with tenants and facilitate timely communication
• Responsible for overseeing parking set up and managing payment collection from parkers (WCP).
• Other duties as assigned from time to time.

• Post secondary education supplemented with equivalent experience in business, real estate, or accounting an asset
• 4+ years of experience in an administrative role, experience in property management or real estate
• Proficient in Microsoft Office/ knowledge of Yardi
• Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and team members; professional phone manner; mature and self-motivated team player with good conflict- resolution skills; committed to personal growth and integrity aligned with Quad Real’s objectives
• Organizational/Multi-Task Skills – A highly organized individual who has an
• eye for detail and accuracy. Ability to allocate one's time effectively, work under pressure and manage tight deadlines.
• A self starter, able to allocate one’s time effectively and manage tight deadlines
• Able to work under pressure and achieve quality results
• Able to handle multiple demands and competing priorities, and adapt to new ideas and…