Senior Commercial Property Administrator

Senior Commercial Property Administrator

$80,000 to $100,000

Toronto Hybrid

Commercial Property

Working at Cooperate head office

The Senior Commercial Property Administrator works closely with the Manager, Commercial Property Administration to ensure that the preparation, maintenance, and administration of commercial leases for existing and new tenants meets the expectations of the client standards.

The Senior Commercial Property Administrator will manage a portfolio of properties and will act as a mentor to other members of the team. They will contribute to business process efficiency projects and be a leader in innovation.

Main Responsibilities & Activities

• Other duties as required.
• Ensure timely renewal of property insurance. Forward all necessary information to the relevant insurance company. Facilitate/negotiate renewals between the insurance broker and client.
• Owns problems rather than blaming others.
• Committed to getting the work completed and meeting deadlines.
• Review Lease Abstracts prepared by PAs and provide feedback or approval
• Provide all necessary documents to aid with due diligence that is undertaken for any potential sale of property.
• Update and maintain tenant insurance to ensure adequate coverage as per Lease
• Understands and is committed to team objectives.
• Prepare tenant correspondence including CAM letters, Reconciliations letters and other correspondence.
• Accepts shared responsibility and ownership of projects.
• Review to ensure lease terms are administered.
• Ensures that the monthly Management Report is forwarded to the individual client when due.
• Prepare, on request, Tenant Acknowledgements.
• On request by Clients, read and analyze relevant sections of lease and prepare report that includes the different responsibilities of charges.
• Actively contributes to the achievement of team objectives.
• Advise accounting once approved for processing and posting. Send accounting prepared packages to tenants
• Process Broker Commission statements and provide details of Lease Terms to Accounting team for budget forecast setup.
• Coordinate with operations and accounting to ensure timeliness and accuracy of budgets
• Post and deposit all rent payments. Generate weekly AR reports, perform regular AR reconciliations and maintain regular AR communications with Property Managers.
• Advise Property Accountants of any adjustment to the tenants’ account.
• Acknowledges and works through conflict openly.
• Provide Tenant with CAM letter advising of rental schedule and other standard notices.
• Answer tenant enquiries on year end billings
• Involves others in decision making & works for consensus on decisions.
• Review Default Notices prepared by PAs and approve for EVPs signature
• Set up expense pool for tenant reconciliation. Coordinate with accounting and ensure compliance to leases for final year end reconciliations Review to ensure lease terms are administered.
• Budgets:
• General Administration - As a team member:
• Assist Manager, Commercial Property Administration, with approval to the PA staff for submission of calculations to owner for review
• Reconciliations:
• Run, check for accuracy, and approve and post monthly rent billings in system.
• Respond in a timely manner to tenant and landlord inquiries related to their account and charges.
• Respects and is tolerant of individual differences.
• Tenant Lease Administration
• Update all relevant information including preparation of Lease Abstract for all new deals.
• Analyzes, updates and produces monthly Management Reports for each property in close cooperation with Property Managers, Leasing Coordinator, and the Property Accountants.
• Property Administration
• Advise Accountant to download budget once finalized and approved by client. Prepare CAM notices for submission to tenants.
• Assist Manager, Commercial Property Administration, with approval to the PA staff for submission of operating budget to owner for review.

Qualifications:

Education: College Degree in Business Administration or related field

Experience:

• A minimum of 5 years’ experience in leasing and property administration.

• Experience with Yardi Voyageur and Property Vista an asset

• Experience managing and mentoring high performing teams

Skills and abilities:

• Actively supports our values of: Honesty, Integrity, Respect, Trust.

• Strong communication skills.

• Solid working knowledge of commercial leasing and property administration.

• Strong administrative and organizational skills.

• Strong time management skills.

• Portrays professional image.

• Strong customer service orientation.

• Good negotiating skills.

• Works well under stressful conditions; comfortable in a fast-paced environment.