Property Administrator

Job summary

The Property Administrator provides comprehensive administrative support for the commercial portfolio, including managing accounts receivable/payable, tenant billing, and service coordination. They are also responsible for maintaining accurate financial records, preparing budgets, and liaising with tenants and vendors to ensure efficient operations.

Job details

First Gulf is a proven market leader with more than $5 billion in developed assets. Offering development, construction, leasing, finance, and property management expertise, we provide clients with unique and exciting market opportunities. Within the Greater Toronto Area alone, our team has completed development and construction of more than 5-million square feet of premier, LEED®-certified office space, with another 2-million square feet currently under construction. Within the industrial sector, First Gulf has constructed over 6-million square feet of space, with an additional 6-million square feet currently in the pipeline. First Gulf also manages over 4-million square feet of fully operational buildings. All companies under the Great Gulf umbrella are united by one simple goal: the pursuit of greatness. It’s achieved daily with the passion and dedication of every person who works tirelessly to make us great. If you have what it takes to make great things happen, apply today to join our team! First Gulf is seeking a detail-oriented Property Administrator to join our Property Management & Operations team, supporting our GTA commercial portfolio. Reporting to the General Manager, the Property Administrator is responsible for providing support across all day-to-day administrative activities for the assigned portfolio(s), spanning accounts receivable/payable, tenant billing, and tenant services coordination. Key Responsibilities: Administrative Responsibilities Process cash receipts and data entry, including cheques and electronic fund transfer recording, daily bank deposits, and security deposit applications Manage accounts receivable functions, including administration of tenant accounts, tenant charge-back processing, and collection of outstanding arrears; monitor accounts receivable and report any concerns to the General Manager Accurately post monthly rent rolls, rents receivable, and other chargeback invoices; prepare account reconciliations for tenants as required, and follow up with tenants on outstanding rents/invoices Assist with the preparation and distribution of annual and monthly recurring billings and year-end billings Assist with the preparation of the annual budget and year-end accruals as directed by the General Manager Manage accounts payable functions, including circulation and administration of the operating cost tracking system, accurate cost coding, and timely processing of vendor invoices; maintain electronic accounts payable records on the shared data drive by property/tenant file Maintain accurate records of retail sales reports, calculate percentage rent (if applicable), and issue percentage rent invoices Prepare and issue purchase orders to vendors for the GTA portfolio, as required by the General Manager or Senior Operations Manager Prepare and issue authorization letters for mobile signage and maintain accurate records of mobile sign reservations Prepare Pylon Agreements and Parking License Agreements, as required from time to time Liaise with tenants, vendors, and the accounting group regarding accounts receivable/payable matters in a professional, courteous, and efficient manner Organize and maintain tenant electronic and hard-copy filing systems Maintain complete understanding of and adherence to the Environmental Policy, Code of Conduct, Privacy Policy, and other relevant policies and procedures as prescribed from time to time Perform other duties as directed by the General Manager Tenant Services Responsibilities Effectively handle customer/tenant complaints and inquiries in accordance with established guidelines, procedures, and policies; ensure information is forwarded to the appropriate staff member/manager for any required follow-up Obtain and maintain all records related to tenant insurance certificates, accounting, and emergency contacts Assist with and maintain tenant relationships on an ongoing basis to help prevent the development of serious landlord/tenant issues Assist with company initiatives administration, including Building Engines, seasonal events and desk drops, holiday décor, and similar programs Support tenant communications through bulletins, posters, Captivate advertising, and the tenant portal Perform other duties as directed by the General Manager Qualifications: Post-secondary education in Business Administration, Accounting, Property Management, or a related field 1–3 years of experience in property administration, accounts receivable/payable, or a related administrative/accounting role; commercial real estate experience is an asset Working knowledge of accounts receivable and accounts payable processes, including rent roll postings, chargebacks, and reconciliations Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with property management software (e.g., Yardi, Building Engines) is an asset Strong organizational skills with high attention to detail and accuracy in financial data entry Excellent written and verbal communication skills, with a professional and courteous manner when dealing with tenants and vendors Ability to manage multiple priorities and deadlines in a fast-paced environment Self-motivated, with a proactive and solution-oriented mindset and strong customer service orientation Physical Requirements: Office environment – sitting/working at desk/computer in a shared office space and/or remote working from home Compensation: Pay Range: $60,000 – $65,000 Vacancy Status: Replacement Why Join First Gulf? Opportunity to work for a leading real estate development company Exciting projects and challenging opportunities to develop high-profile residential, commercial, and mixed-use developments Competitive salary and benefits package Dynamic and collaborative work environment Commitment to sustainability and social responsibility Interested? We encourage you to apply even if you don’t meet every qualification. If you’re the right candidate, we’ll support your growth and help you learn along the way. Apply today and help us build what’s next. Great Gulf Group of Companies is committed to providing a fair and equitable work environment and encourages applications from qualified women, men, visible minorities, Indigenous Peoples, and persons with disabilities. As per the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA), Great Gulf Group of Companies will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process, please advise Human Resources. To be eligible to apply for this position you must be legally entitled to work in Canada. We do not accept international applicants without a valid work permit. We thank all applicants for their interest. Only successful candidates will be contacted. Please note that all hiring decisions are made directly by our team. We do not rely on automated AI screening tools in our recruitment process.

What you’ll do

The Property Administrator provides comprehensive administrative support for the commercial portfolio, including managing accounts receivable/payable, tenant billing, and service coordination. They are also responsible for maintaining accurate financial records, preparing budgets, and liaising with tenants and vendors to ensure efficient operations.

Requirements

Candidates must have post-secondary education in Business, Accounting, or Property Management, along with 1–3 years of relevant administrative or accounting experience. Proficiency in Microsoft Office and strong attention to detail are required, with experience in property management software considered an asset.

Benefits

• Competitive salary • Professional development opportunities

Listed skills

• Customer service · Preferred
• Financial Reconciliation · Preferred
• Administrative Support · Preferred
• Accounts receivable · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Accounts receivable
• Accounts payable
• Property management
• Data entry
• Financial reconciliation
• Tenant billing
• Customer service
• Microsoft Office Suite
• Yardi
• Building Engines
• Budget preparation
• Purchase orders
• Administrative support
• Communication skills
• Organizational skills
• Accounts Payable Processing
• Market Opportunities
• Account Reconciliation
• Commercial Real Estate
• Cash Receipts
• Organizational Skills
• Real Estate Development
• Solution-Oriented
• Yardi (Property Management Software)
• Self-Motivation
• Microsoft Excel
• Accounts Payable
• Accounts Receivable
• Accounting
• Accruals
• Artificial Intelligence
• Budgeting
• Automation
• Billing
• Construction
• Business Administration
• Calculations
• Chargeback
• Customer Service
• Communication
• Data Entry
• Data Sharing
• Environmental Policy
• Finance
• Property Management
• Financial Data
• Invoicing
• Microsoft Outlook
• Microsoft Office
• Operating Cost

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Construction
• Property Administrator
• Real Estate / Property Accountant
• Accountants
• Accountants and Auditors