Property Administrator

Job Title: Property Administrator Company:  PenEquity Inc.  Location:  Toronto, ON Reports To:  Director, Property Management Job Summary:  The Property Administrator will support the Property Management team in the day-to-day operations of managing commercial properties. This role requires excellent customer service skills, attention to detail, and the ability to handle multiple tasks efficiently. Administration DutiesEnsure all contact lists are current, accurate, distributed and filed (including the electronic filing system).  Also, ensure Yardi has the most current information as per the Lease/Tenant set-up, including percentage rent.  Contact lists include but are not limited to Tenant / Vendor / Staff / Contractor and Emergency.

Prepare, create and update various reports (new or otherwise) as directed by Manager(s), for example, Vacant Unit Logs, HVAC Log sheets, Maintenance, Utility spreadsheets, etc. Maintain, file, record (Yardi, electronically, etc. ), update, follow-up, obtain current information and organize tenant certificates of insurance, vendor insurance, roof access waivers, WSIB certificates and all other necessary documents. Ensure a proper file management system is in place via electronic, hard copy and archive of files, for receivables, payables, new leasing, tenant renewals, amendments, terminations, assignments, general correspondence, etc. Prepare short-term license agreements for storage, parking, special events, etc.

and work with Managers to ensure agreements are executed before sending to accounting to set up billing. Read, review, file and understand leases to ensure accuracy of lease control sheet documentation.  Obtain approval from the Manager.  If changes are required, inform LeaseAdministration and Accounting.  Prepare rent set-up form for adjustments to a tenant's lease, and obtain Manager(s) approval before sending to accounting. Review daily reports on property inspections and security and create a log to ensure concerns are addressed promptly. Handle and respond to Tenant enquiries on Lease issues promptly. Open and deliver mail to the respective personnel.

 Program and manage key card access to various buildings. Process credit report requests as directed by the Manager and circulate information to the respective parties. Review property websites to ensure all information is current and liaise with the vendor to make modifications if needed. Coordinate meetings with Tenants, vendors, contractors, etc. , as directed by the Manager and prepare and distribute minutes if required. Track tenant move-ins/outs and related site inspections. Assist with tenant functions, such as tenant appreciation and other events. Prepare and maintain a log for meeting minutes within the department and among owners.

Other administrative tasks and special projects as assigned. General Accounting DutiesPrepare and issue Purchase Order (PO) numbers to vendors for service work as requested by Manager(s).  Track and match POs to invoices upon receipt.  Prepare, distribute and file welcome packages and rental notices to Tenants promptly. Assist with the Year-End Recovery invoices to ensure they are sent out promptly.  Prepare letters to Tenants, review documentation, copy, distribute and file accordingly. Assisting the Manager with the preparation of monthly accruals, operating and capital budgets.

 Assist with maintaining all revisions throughout the budget process and provide information as requested by the Manager(s). Prepare and maintain vacancy report per site.  Review with Manager(s) and work with accounting to ensure information is accurate before sending to the Landlord.  Accounts PayableEnsure vendor invoices reflect the correct Landlord before processing and are accurate and reflect the service requested.  For invoices related to contracts, verify amounts against existing contracts in place.  Ensure all invoices have required approvals and appropriate back-up before processing.

Prepare coding of all invoices, paying attention to the chart of accounts and annual budgets, before sending to the Manager for approval. For Tenant chargebacks, gather and provide back-up to accounting for an invoice to be created.  Follow up with the Tenant to ensure payment is received. Attending to vendor queries in a timely and courteous manner.  Notify the Manager of any payment concerns. Work with accounting to ensure payments to service providers such as Bell, Rogers and all service utilities are handled promptly and processed quickly. Accounts ReceivablesManage collections of tenants’ accounts receivable.

Communicate with the Tenant by providing back-up documentation and or creating account reconciliations to ensure the Tenant’s accounts are current.  Respond to tenant inquiries immediately and review receivables concerns with the Manager.  Issue A/R reports for Accounting, Manager and Landlord within the timelines requested. Prepare demand and default letters where necessary in compliance with the Lease terms and follow up on further action. Contacting all tenants in arrears as outlined within the company’s “AR Process” each month. Discuss write-off amounts and any bad debt amounts with the Manager. Input all tenant-related notes in Yardi.

Review and reconcile Rent Rolls before submitting to the Manager for approval. Percentage RentGathering sales figures from retail tenants and input into Yardi (if applicable). Review percentage rent reports every month with the Manager. Issue percentage rent invoices to tenants and collect monthly and audited yearly gross revenue sales as indicated by the Lease.  Residential (if applicable) Maintain and reconcile Rent Rolls and Residential Ledger Accounts. Maintain an effective system of managing collection, including preparation of various LTB notices (N4, N5, N8). Prepare Rent Increase Notices, including AGI (Above Guideline Increase) orders.

Liaise with Property Manager and Paralegal regarding all Tenant legal and/or court matters.  Other Duties (if applicable) Attend various site meetings as required from time to time. Assist the Property Manager and the General Manager in the move-in/move-out process. Assist the Property Manager and the General Manager with the preparation of annual operations and capex budget. Assist the Property Manager and the General Manager with monthly variance analysis. Assist the General Manager for Kanata with various monthly administrative tasks as assigned. QualificationsEducation:  A diploma or degree in Property Management, Business Administration, or a related field is preferred.

Experience:  Previous experience in property management or a related field is an asset. Skills:  Strong organizational and multitasking abilities, excellent communication and interpersonal skills, and proficiency in property management software (Yardi preferred). Company Culture:  PenEquity Inc. is committed to fostering a collaborative and inclusive work environment. We value integrity, innovation, and excellence in all our endeavours. Our Team is dedicated to providing exceptional service to our clients and tenants, and we believe in supporting the professional growth and development of our employees. Career Growth Opportunities:  At PenEquity Inc. , we believe in nurturing talent and providing opportunities for career advancement.

As a Property Administrator, you will have the chance to develop your skills and grow within the company. Competitive Benefits:  PenEquity Inc. offers a comprehensive benefits package, including health insurance, retirement plans, and other perks designed to support the well-being of our employees.