Property Operations Administrator

JOB DESCRIPTION

Property Operations Administrator

Company: IPH Investment Properties
Department: Administration and Property Management

Position Objective

Provide administrative and operational support to the company’s property management activities, ensuring proper document management, rent collection tracking, payment follow-up, communication with tenants and management, and organization of financial and administrative information.

Duties and Responsibilities

1.     Contract and Document Management: Prepare lease agreements, keep tenant files up to date, and organize the documentation associated with each property.

2.     Rent Collection: Follow up on rental payments, record payments received, and keep information regarding outstanding balances up to date.

3.     Invoice and Payment Administration: Review, organize, and process bills related to the properties and company operations, following up on outstanding payments.

4.     Communication and Customer Service: Maintain professional and ongoing communication with tenants, vendors, clients, and management; respond to requests and follow up on property-related matters.

5.     Report Preparation: Prepare administrative reports and reports on rent collection, expense tracking, payments, and other information required by management to support decision-making.

6.     Quotes and Material Procurement: Request and compare quotes for materials, supplies, and other items needed for property maintenance and operations.

7.     Service Coordination: Arrange and coordinate services required for the properties, including repairs, maintenance, and work performed by vendors or contractors.

8.     Expense Tracking and Excel Records: Keep records of expenses, payments, rents, and other administrative transactions up to date using spreadsheets and office software.

9.     Reconciliation and Information Review: Assist with reviewing and reconciling administrative and financial records, verifying that documented information matches the corresponding payments and transactions.

10.  Management Support: Carry out assigned administrative tasks, follow up on outstanding matters, and contribute to the smooth operation of the company’s daily activities.

11.    Track employee hours and process payments. Calculate the hours worked by IPH employees and process their salary payments, including cash payments.

12.  Track expenses in QuickBooks. Record and monitor IPH expenses, including credit card and cash expenses.

Qualifications and Skills

·         Proficiency in Microsoft Office, especially Excel.

·         Strong organizational skills and attention to detail.

·         Reliability, punctuality, and confidentiality.

·         Communication and customer service skills.

·         Ability to work as part of a team and under pressure.

·         Analytical skills to review information, identify discrepancies, and follow up on outstanding items.

·         Ability to manage documents, organize information, and meet deadlines.

Position Profile

An organized, responsible, proactive, and results-oriented individual with the ability to provide administrative support in property management, maintain accurate documentation and payment records, and facilitate communication among management, tenants, and vendors.