About QuadReal Property Group

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Based on the position, QuadReal offers a competitive total rewards package in addition to the base pay, which may include a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

We value diverse experiences and perspectives. Even if your skills don’t align 100% with the listed qualifications or salary range, we encourage you to apply – you may be a great fit for this role or others in our community. Applicants may also be considered for alternative positions within the organization where their qualifications and experience align more closely with available opportunities.

We use artificial intelligence (AI) technology — alongside human review — to assist in screening and assessing applicants for this position. Our recruitment team remains involved in all decisions.

Note to Recruiters: QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

Role Description:

Working as part of the Winnipeg Real Estate Services Team, the Property Administrator will report to the Assistant Property Manager and will provide day-to-day financial and administrative support related to the Winnipeg Portfolio.

Responsibilities:

Accounts Receivable:

• Rent - enter and deposit cheques, process and reconcile EFT and PAP.
• Set up, process, maintain and release security deposits.
• Enter manual billings.
• Reconcile accounts.
• Play a role in preparing and distributing annual rental statements.
• Collect payments from tenants on the dates the receivables are due to be paid. Includes rent, tenant chargebacks and recoveries.
• Track collection activities, work with PM/APM/PA and initiate demand and default notices when required.

Accounts Payable:

• Sort and process all invoices for operating, utility, capital, landlord work, tenant improvement allowance and corporate expenses.
• Review and forward corporate and vacant land invoices to Development.
• Code, reconcile and manage VISA accounts relating to recoverable expenses.
• Enter service contracts into Yardi and create purchase orders.
• Flag team regarding vendors who are not compliant in Avetta and point vendors to the correct contact from Avetta.
• Process mileage claims for team.
• Release security deposits at end of lease.
• Manage the financial aspect of tenant improvement allowances from start to finish.
• Ensure all property tax invoices are received and paid in time, including mid-year reassessments.
• Manage year end accrual process.

Capital Expenditures:

• Assist Capital Project team in tracking and processing capital expenses via Yardi’s Construction Manager software.
• Create purchase orders for all capital expenditures.
• Lead quarterly review to update forecasts.
• Provide quarterly updates to APM to ensure that Quarterly Reports reflect the proper capital projects.

General:

• Communicate openly and effectively with the entire team, including attending weekly Operations meetings.
• Minute meetings and assign tasks accordingly.
• Work with the Property Manager/ Assistant Property Manager/ Property Administrator to ensure that all items relating to move-ins and move-outs are completed.
• Cross reference actuals to budget. Provide variance explanations and updates to the Team to ensure spending is on track.
• Review open POs monthly and notify team if there are long standing open purchase orders.
• Pull and prepare reports required by the Assistant Property Manager and Property Manager.
• Assist with the preparation of the annual budget where required.
• Assist tenants and outside agencies with general inquiries.
• Assist the Assistant Property Manager, Property Manager, and Operations Manager with daily, general correspondence.
• Serve as vacation back-up for the Property Administrator as required.
• Complete understanding and adherence to the Environmental Policy, the Code of Conduct and other policies and procedures relevant to the position as prescribed from time to time.
• Provide support for all aspects of day-to-day activities for assigned buildings.
• Complete all administrative functions relating to property management as specified.
• Prepare & distribute letters to tenants for rental charges, arrears, welcome packages etc.
• Collect insurance certificates from tenants and validate.
• Organize all building/tenant appreciation events and functions.
• Draft and distribute tenant memorandums.
• Monitor and track vacant unit accounts.
• Read and understand leases to ensure accurate information is received and maintained.
• Record and update tenant information, including phone numbers and emergency contact names.
• Maintain information in property filing on SharePoint.
• Work with building operators, operations manager and contractors as required or directed.
• Maintain organization and appearance of entire office in accordance with QuadReal’s corporate standard and culture, including kitchen, boardroom, and office supplies
• Reception duties including sending and receiving daily mail and couriers and opening, sorting, and distributing incoming mail.
• Manage office services such as confidential shredding and coffee service.
• Research and order QuadReal stationery and swag.
• Coordinate meetings, order refreshments/food as required and set boardroom.
• Liase with our landlord and act as our tenant representative and fire warden.
• Participate in National Calls and coordinate events and information sharing initiatives for the Winnipeg Team.
• Research, plan and coordinate volunteer and donation opportunities/activities for the Winnipeg Office.
• Research and stay informed on Tenant business activities and successes. Keep local team informed.
• Attend and minute weekly Operations meetings; minutes to be distributed within 2 days following meeting.
• Arrange parking passes and/or set up parking pay-as-you-go app for team.
• Pull titles and obtain other information from the City of Winnipeg as required.
• Manage land titles, land survey and zoning memo documents. Ensure complete and up to date at all times.
• Assist with building BOMA BEST certifications and award submissions.
• Any other duties as required from time to time.

Experience and Qualifications:

• 2 + years of related accounting experience. 2+ years or more experience in commercial property management as a property administrator. High school diploma supplemented with some post-secondary administrative and computer courses.
• Ability to communicate effectively and professionally, both orally and in writing with owners, tenants and team members; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and a strong sense of integrity aligned with QuadReal’s objectives.
• Have an eye for detail and accuracy. Ability to allocate your time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate
• Advanced skills in Microsoft Office. Working knowledge of Yardi or other Property Management software.

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