Property Administrator Jobs

General description of the position

The Administrative Assistant provides support to the Operation team. Candidates should be able to assist management and all visitors to the company by handling office tasks, and providing polite, professional assistance in person, on the phone and through emails. The position requires excellent communication, interpersonal, problem solving, and organizational skills, and the successful applicant must already have or be able to get Reliability security clearance from CISD.

Duties and responsibilities

• Answer and direct incoming calls

• Liaise with tenants, contractors, visitors and building security

• Compose routine correspondence for the Property Manager and other Operations staff, including tenant notices

• Create purchase orders in Yardi and disburse to contractors

• Process invoices ensuring proper document flow with Head Office

• Coordinate supplier and contractor set ups with within the payables system

• Maintain office supplies by checking inventory and ordering supplies

• Maintain tenant contact lists

• Communicate effectively with clients and the public ensuring that areas of concern, questions, and requests for information are addressed promptly and thoroughly

• Distribute internal/external mail including couriers

• Assist with planning of meetings and preparation of minutes

• Coordinate security requirements within the building such as access cards and keys

• Coordinate repair and maintenance of office equipment

• Maintain filing system, and accurate records of Service Contracts, leases, etc.

• Assist the Property Manager with the preparation of monthly financial reports and annual operating budget

Competencies

• Excel at both verbal and written communication

• Ability to multitask, prioritize and be detail oriented.

• Excellent customer service skills

• A minimum of 3 years’ experience in an administrative support role, preferably in the real estate industry

• A post-secondary certificate or diploma in real estate, business or administration is an asset

• Experience with Microsoft Office including Word, Excel and Outlook; experience with procurement software (i.e. Yardi and Yardi Voyager) experience is an asset