Commercial Property Administrator Jobs

Commercial Property Administrator

Permanent

Toronto, ON

Main Responsibilities & Activities

Tenant Lease Administration:

• Run, check for accuracy and approve and post monthly rent billings in system.
• Prepare Vacancy Possession Letter
• Update and maintain tenant insurance to ensure adequate coverage as per Lease
• Prepare, on request, Tenant Acknowledgements.
• Read and analyze relevant sections of lease for lease Abstract that includes the different responsibilities for charges.
• Set up Tenant in system and provide lease abstract to Senior PA and/or Manager for review and setup activation. Update all relevant information.
• Advise Property Accountants of any adjustment to the tenants’ account.
• Prepare CAM letter advising tenants of rental amount and other standard notices.

Property Administration:

• Perform regular AR reconciliations and maintain regular AR communications with Property Managers.
• Prepare yearly Property Tax assessment information.
• Post and deposit all rent payments.
• Prepare all paperwork necessary to aid with due diligence that is undertaken for any potential sale of property.
• Respond in a timely manner to tenant and landlord, inquiries relating to their account and charges.
• Ensure timely and correct property insurance. Forward all necessary information to the relevant insurance broker. Facilitate/negotiate renewals between the insurance broker and client. Provide tenants with yearly reminders relating to tenant insurance and maintain updated records.
• Prepare tenant correspondence including all CAM letters, all Reconciliations letters and other correspondence.

Reconciliations:

• Coordinate with accounting and ensure compliance to leases for final year end reconciliations.
• Submit final billings/credits to tenants and answer any enquiries.
• Set up expense pool and framework of reconciliation in excel file.
• Review to ensure lease terms are administered.

Budgets:

• Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
• Review to ensure lease terms are administered and prepare revenue portion of Operating budget.
• Advise Accountant to download budget once finalized and approved and prepare CAM statements for submission to tenants.
• Ensure Leasing Assumptions provided by Leasing Coordinator are included in revenue projections.

General Administration - As a team member:

• Committed to getting the work done and meeting all deadlines.
• Analyze, update and produce monthly Management Reports for each property in close cooperation with Property Managers, Leasing Coordinator, Manager, Commercial Property Administration and the Property Accountants.
• Other duties as required.
• Ensures that the monthly Management Reports are forwarded to the individual clients in a timely manner.
• Acknowledges and works through conflicts openly.
• Coordinates team activities.
• Respects and tolerates individual differences.
• Understands and is committed to team objectives.
• Owns problems rather than blame others.
• Accepts shared responsibility and ownership of projects.
• Actively contributes to the achievement of team objectives.
• Involves others in decision making & works toward a consensus on decisions.

Qualifications

Education

• Requirements: ability to read and write English fluently, proficiency in accurately understanding legal commercial leasing language Experience
• College Diploma/University Degree
• Required: A minimum of three (3) years of experience in leasing and property administration or a related field.

Skills and abilities

• Strong communication skills.
• Represents professional image.
• Strong customer service orientation.
• Good negotiating skills.
• Strong time management skills.
• Actively supports our values of: Honesty, Integrity, Respect, Trust.
• Strong administrative and organizational skills.
• Solid working knowledge of commercial leasing and property administration.
• Works well under stressful conditions; independently and comfortably in a fast-paced environment.