Our top client in the Commerical Real-Estate sector is seeking an energetic and enthusiastic Property Administrator to join their growing team in CALGARY. This is an exciting opportunity for a dedicated individual looking to advance their career in real estate property management. We’re looking for someone diligent, collaborative, and eager to grow in a dynamic and fast-paced environment.
Key Responsibilities
Tenant & Office Administration
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Act as the first point of contact for tenant inquiries; ensure timely and professional follow-up.
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Maintain up-to-date tenant records including contact and emergency information.
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Perform general office management duties including supply management, correspondence filing, banking, and reception (location-dependent).
Accounts Receivable & Reporting
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Prepare and review monthly AR reports; notify Property Manager of any discrepancies.
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Update AR notes regularly to reflect changes and activity.
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Monitor and reconcile tenant accounts; follow up on outstanding payments and facilitate collections.
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Issue late payment and default notices as needed.
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Contact tenants to collect monthly gross sales reports and record them in MRI.
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Prepare monthly AR reports and complete PAD adjustments and accruals.
Vendor & Invoice Management
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Review, code, and submit invoices for approval, ensuring proper authorization.
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Maintain vendor records and complete new vendor set-up with necessary documentation.
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Enter charges and adjustments in the accounting system (e.g., tenant chargebacks).
Documentation & Compliance
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Collect and file insurance certificates from tenants, contractors, and vendors.
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Ensure tenant folders are maintained and named according to company guidelines.
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Provide documentation for audits and assist with year-end reporting and RAN packages.
Marketing & Leasing Support
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Support the execution of specialty leasing agreements and related opportunities.
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Assist with marketing initiatives including website updates and seasonal promotions.
Collaboration
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Work closely with the Operations Manager and support the Property Manager in various tasks and projects.
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Perform additional duties as required.
Qualifications & Skills
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2-4 years of administrative or office experience, ideally in commercial real estate.
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Access).
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Familiarity with property management software such as MRI, Avid, Yardi, or SEAS is an asset.
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Strong organizational and time management skills; ability to handle multiple priorities.
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Self-motivated and able to work independently.