Property Administrator

RESPONSIBILITIES:

• Assist the Property Manager in collecting and entering monthly rents and tenant sales and maintaining current A/R notes and records;
• Maintain and update tenant contacts, files and other files/trackers as necessary;
• Formulate and distribute tenant letters, memorandums, rental advice notices, default/demand notices, year end reconciliations and all other correspondence as necessary;
• Coordinate tenant welcome packages and tenant portal (RioCan Connect) set up;
• Attend operations and tenant meetings and record meeting minutes as required;
• Assist in resolving tenant issues and provide additional assistance in resolving day-to-day issues as required;
• Maintain accounting and invoicing procedures in conjunction with Head Office, including processing supplier invoices, creating/entering purchase orders, preparing monthly tenant statements of account, tenant chargeback invoices and reconciliations, cheque requisitions, stop billings, rent rolls, and other related reporting;
• Assist with preparation and tracking of annual budget workbook including utility register and contract list. Maintain workbooks as changes occur throughout each budget year;
• Maintain certificates of insurance for tenants;
• Maintain certificates of insurance and WCB letters for contractors;
• Arrange for tenant signage as required and attend related marketing meetings;
• Assist the Property Manager with the preparation of pylon signage, storage, parking and other B&L agreements;
• Assist with the coordination of tenant and shopping centre events;
• Provide general and administrative support including sending/receiving couriers, ordering supplies (kitchen/office), catering orders, office and equipment maintenance coordination;
• Other duties / projects as required.

QUALIFICATIONS:

• College Diploma or Certificate in Office Administration or Accounting;
• 3 years of previous relevant experience in an administrative role;
• Proficient in Word, Excel and Outlook;
• Previous experience with Yardi / JD Edwards;
• Proven organizational skills and ability to meet deadlines;
• Ability to work both independently and as part of a team.