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Job Description
Commercial Property Administrator
Toronto, ON
Hybrid
Permanent – full-time
$80,000 a year
Responsibilities:
Tenant Lease Administration:
- Run, check for accuracy and approve monthly rent billings in system.
- Read and analyze relevant sections of lease for lease Abstract that includes the different responsibilities for charges.
- Set up Tenant in system and provide lease abstract to Senior PA and/or Manager for setup activation. Update all relevant information.
- Prepare CAM letter advising tenants of rental amount and other standard notices.
- Advise Property Accountants of any adjustment to the tenants’ account.
- Update and maintain tenant insurance to ensure adequate coverage as per Lease
- Prepare, on request, Tenant Acknowledgements.
- Prepare Vacancy Possession Letter
Property Administration:
- Respond in a timely manner to tenant and landlord, inquiries relating to their account and charges.
- Prepare tenant correspondence including all CAM letters, all Reconciliations letters and other correspondence.
- Perform regular AR reconciliations and maintain regular AR communications with Property Managers.
- Ensure timely and correct property insurance. Forward all necessary information to the relevant insurance broker.
- Provide tenants with yearly reminders relating to tenant insurance.
- Prepare yearly Property Tax assessment information.
Reconciliations:
- Set up expense pool and framework of reconciliation in excel file
- Coordinate with accounting and ensure compliance to leases for final year end reconciliations.
- Review to ensure lease terms are administered.
- Submit final billings/credits to tenants.
Budgets:
- Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
- Review to ensure lease terms are administered.
- Download budget once finalized and approved and prepare CAM statements for submission to tenants.
- Prepare all paperwork necessary to aid with due diligence that is undertaken for any potential sale of property.
General Administration - As a team member:
- Analyze, update and produce monthly Management Reports for each property in close cooperation with Property Managers, Leasing Manager, Manager, Commercial Property Administration and the Property Accountants.
- Ensures that the monthly Management Reports are forwarded to the individual clients in a timely manner.
- Coordinates team activities.
- Understands and is committed to team objectives.
- Actively contributes to the achievement of team objectives.
- Accepts shared responsibility and ownership of projects.
- Committed to getting the work done and meeting all deadlines.
- Involves others in decision making & works toward a consensus on decisions.
- Owns problems rather than blame others.
- Respects and tolerates individual differences.
- Acknowledges and works through conflicts openly.
Qualifications
- College Diploma/University Degree
- Requirements: ability to read and write English fluently, proficiency in accurately understanding legal commercial leasing language
Experience
- A minimum of three (3) years of experience in leasing and property administration or a related field.