What are the responsibilities and job description for the Property Administrator position at Avison Young | US?
Overview
The Property Administrator reports to the Property Manager. The Property Administrator provides the Property Manager with administrative and building operations support, as directed. The Property Administrator is responsible for keeping the Property Manager always informed, seeking guidance and direction as appropriate.
Basic requirements and key functional responsibilities of the Property Administrator include, but are not limited to the following:
- Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data
- Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
- Excellent customer and tenant service orientation
- Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must
- Assist with the implementation of new programs, and ensuring policies and procedures are followed.
- Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as Yardi
- Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success
- Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment
- Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
- To achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property
Responsibilities
- Assist with preparation for the annual budget process for assigned buildings within the portfolio.
- Draft and distribute correspondences to tenant
- Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
- Responsible/ accountable for reviewing monthly recurring billings
- Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
- Prepare and issue statement of Rental Charge Invoices and letters
- Liaise with tenants and accounting regarding accounts receivable matters
- Prepare and issue purchase orders. Reconcile purchase orders against invoices
- Assist the Property Manager with client relationship management
- Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.
- Ensure excellent tenant relations and strong customer service
- Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
- Monitor, track and ensure payment for all vacant unit utility accounts
- Process all cheques, invoices, and related reports and systems within Yardi accounting software
- Complete all administrative functions relating to property management as specified
- Read and understand leases to ensure accurate information is received and maintained
- Maintain and update security deposit reports
- Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
- Record, update, and maintain insurance coverage for all tenants and contractors
- Liaise with tenants and contractors as required or directed
- Verify Workers Compensation coverage for service providers
- Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
- Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
- Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives
- Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
- Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)
- Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
- Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
- Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities
- Other such duties as directed and required by the Property Manager
Qualifications
- 3 years of related Property Management experience or post-secondary courses in property management required.
- Strong communication and interpersonal skills, both oral and written.
- Knowledge of operating statements and strong understanding of budgets and recoveries
- A focus on customer service and working as part of a team.
- Ability to meet deadlines, prioritize tasks and work well under pressure
- Results oriented, detail oriented and accurate
- Exceptional problem solving and attention to detail
- Proficiency in Microsoft Word, Excel and Outlook
- Experience with Yardi accounting system a definite asset
- Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio