About the role
Position Summary and Objectives
The Property Administrator reports to the Property Manager to provide reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with various external service providers and tenants as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.
Responsibilities
Deliver Excellent Service to Tenants
- Establish and maintain professional working relationships with tenants
- Independently respond to complex tenant queries that have been escalated and obtain assistance in responding to such inquiries when necessary
- Implement special activities and programs to add value to the tenant’s experience at the property when requested by their supervisor
Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting
- Prepare tenant charge-back quotations and obtain written sign-off from tenant prior to commencement of any request or project
- Prepare tenant invoices including chargebacks and for metered utilities in a timely manner to ensure they are processed by the month-end deadlines set by accounting/finance
- Ensure accuracy and completeness of tenant chargeback invoices
- Ensure accurate and timely monthly tenant billings through the monthly rent roll reconciliations and rent rolls processing
- Obtain on a monthly basis the sales figures from retail tenants where applicable, perform calculations for percentage rent and invoice tenants, accruals and billings as required
- Forward all tenant billings to Accounting on a timely basis
- Complete deposit slips for receipts from tenants; deliver deposits to bank as a priority item and report deposits to Accounting
- Manage tenant accounts receivables, prepare monthly parking revenue reports and oversee the collection of rent and other payments from tenants
- Investigate occupancy costs, escalations, billing discrepancies and submit changes to Property Manager for approval
- Update the monthly Accounts Receivables Report and submit to Property Manager for review
- Assist in preparing annual operating budgets
- Prepare monthly accrual listings
- Analyze and reconcile general ledger accounts in conjunction with direction from the Property Accountant and/or Property Manager
- Update monthly budget-to-variance spreadsheets for all assigned properties
- Track Capital Expenditures and reconcile accounts monthly
Maintain Quality Building Premises
Ensure efficient and effective building operations.
- Develop and maintain an effective line of communication within the Property Management and Operations group and provide additional administrative support as required
- Monitor and track utility accounts and direct metering, maintain property tax records and after-hours consumption of utilities
- Maintain parking records and ensure they are accurate
- Overview of the Connect by Crown or other ticketing system where applicable service to ensure tenant calls have been dealt with on a timely basis
- Assist in maintaining property specific emergency procedures and update Tenant Welcome Manuals
- Maintain records and schedules of services contracts for each building
- Review annual audits prepared by Administrative Assistant to ensure that tenant insurance certificates are current
- Maintain electronic filing system for all documents in accordance with Crown’s established guidelines
- Prepare all relevant tenant letters and documentation for year end recoveries
- Assist in coordinating tenant moving in/out (access cards, parking, signage, etc.)
- Prepare vacancy rebates and MPAC forms, to be sent to the City for all properties for review by the Property Manager
- Coordinate all tenant appreciation and property events and tenant special requests as requested by their supervisor
Provide support to other CPMI team members.
- Provide administrative support to the Operations staff, Property Manager, Assistant Property Manager and Director, Property Management
- Assist Property Manager with monthly/quarterly reporting requirements and annual budget process as required
- Prepare expense reports as required
- Obtain assistance from Accounting as required to address complex tenant or supplier inquiries
- Respond to inquiries from Accounting related to supplier or tenant issues
- Provide Administrative Assistant relief as required
Promote Environmental Sustainability in Building Operations
- Seek opportunities to reduce energy consumption
- Work with waste removal contractors to maximize diversion from landfill
Perform other related responsibilities as requested from time to time
Q****ualifications
Education
- Minimum high school diploma
- Post secondary education preferred
Professional Experience
- Minimum 3 to 5 years in property management administration or equivalent commercial real estate environment
- Continuing involvement with professional organizations such as BOMA and IREM
- CPM, RPA designation preferred or working towards designation
- Excellent client relation skills both with owners and tenants
- Intermediate/Advanced Microsoft Office (Word, Excel, PowerPoint and Outlook) is required
- Strong accounting skills and an understanding of CAM recoveries and tenant billing
Personal Competencies
- Supports teamwork environment with positive and professional attitude
- Open to learning, developing new skills/knowledge
- Focuses on results: anticipates problems, identifies solutions, takes action
- Understands all aspects of job - impact on business goals
- Proactively assesses, responds to workflow deficiency, adheres to CPMI policy
- Goes the "extra mile" to understand and respond to tenant/customer needs
- Flexibility to changing work conditions including interruptions and multi-tasking ability
- Behaves and makes decisions that support CPMI goals/objectives
- Conducts business consistent with sustainability
- Strong written and verbal communication skills
- Ability to work independently and under pressure, deal with deadlines
- Demonstrates integrity in decision making, listening, treatment of others
CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.
About Crown Property Management Inc.
Crown is a commercial real estate investment, property management organization committed to delivering both higher performance for our investors and a better experience for our tenants throughout the Greater Toronto Area and Greater Ottawa Area.
Investment Savvy: At Crown, we specialize in identifying undervalued real estate assets and optimizing every detail of operations to maximize their value. We co-invest to acquire, finance and realize untapped potential. From re-zoning and redevelopment to property branding and parking operations, no consideration is too small...or too big.
Real Estate Management: A Crown building is an actively managed one. We work tirelessly to elevate each Crown property's profile. For each property, a multi-disciplinary team of Crown professionals with expertise in investing, asset management, property management, and leasing develop a comprehensive strategic plan. Our hands-on approach to real estate management delivers both higher performance for our investors and a better experience for our tenants.
Tenant Focused: We strive to be the manager of choice for tenants. By understanding what high performing businesses and their employees truly value, we deliver the details that businesses appreciate most from welcoming lobbies, to on-site concierge services, to shuttle buses and sustainability initiatives. Even small gestures like self-serve maintenance perks in our parking garages add up to a big difference.
Taking the Lead on Leasing: We actively seek customers who will make a positive contribution to the future of our properties. Equally important, we make it easy for them to relocate to a Crown building, through a seamless leasing process, a variety of construction options, and the creative structuring of lease terms. With existing customers, we work to extend and renew lease terms in advance, carefully managing risk by spreading lease maturities over time.
About the role
Position Summary and Objectives
The Property Administrator reports to the Property Manager to provide reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with various external service providers and tenants as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.
Responsibilities
Deliver Excellent Service to Tenants
- Establish and maintain professional working relationships with tenants
- Independently respond to complex tenant queries that have been escalated and obtain assistance in responding to such inquiries when necessary
- Implement special activities and programs to add value to the tenant’s experience at the property when requested by their supervisor
Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting
- Prepare tenant charge-back quotations and obtain written sign-off from tenant prior to commencement of any request or project
- Prepare tenant invoices including chargebacks and for metered utilities in a timely manner to ensure they are processed by the month-end deadlines set by accounting/finance
- Ensure accuracy and completeness of tenant chargeback invoices
- Ensure accurate and timely monthly tenant billings through the monthly rent roll reconciliations and rent rolls processing
- Obtain on a monthly basis the sales figures from retail tenants where applicable, perform calculations for percentage rent and invoice tenants, accruals and billings as required
- Forward all tenant billings to Accounting on a timely basis
- Complete deposit slips for receipts from tenants; deliver deposits to bank as a priority item and report deposits to Accounting
- Manage tenant accounts receivables, prepare monthly parking revenue reports and oversee the collection of rent and other payments from tenants
- Investigate occupancy costs, escalations, billing discrepancies and submit changes to Property Manager for approval
- Update the monthly Accounts Receivables Report and submit to Property Manager for review
- Assist in preparing annual operating budgets
- Prepare monthly accrual listings
- Analyze and reconcile general ledger accounts in conjunction with direction from the Property Accountant and/or Property Manager
- Update monthly budget-to-variance spreadsheets for all assigned properties
- Track Capital Expenditures and reconcile accounts monthly
Maintain Quality Building Premises
Ensure efficient and effective building operations.
- Develop and maintain an effective line of communication within the Property Management and Operations group and provide additional administrative support as required
- Monitor and track utility accounts and direct metering, maintain property tax records and after-hours consumption of utilities
- Maintain parking records and ensure they are accurate
- Overview of the Connect by Crown or other ticketing system where applicable service to ensure tenant calls have been dealt with on a timely basis
- Assist in maintaining property specific emergency procedures and update Tenant Welcome Manuals
- Maintain records and schedules of services contracts for each building
- Review annual audits prepared by Administrative Assistant to ensure that tenant insurance certificates are current
- Maintain electronic filing system for all documents in accordance with Crown’s established guidelines
- Prepare all relevant tenant letters and documentation for year end recoveries
- Assist in coordinating tenant moving in/out (access cards, parking, signage, etc.)
- Prepare vacancy rebates and MPAC forms, to be sent to the City for all properties for review by the Property Manager
- Coordinate all tenant appreciation and property events and tenant special requests as requested by their supervisor
Provide support to other CPMI team members.
- Provide administrative support to the Operations staff, Property Manager, Assistant Property Manager and Director, Property Management
- Assist Property Manager with monthly/quarterly reporting requirements and annual budget process as required
- Prepare expense reports as required
- Obtain assistance from Accounting as required to address complex tenant or supplier inquiries
- Respond to inquiries from Accounting related to supplier or tenant issues
- Provide Administrative Assistant relief as required
Promote Environmental Sustainability in Building Operations
- Seek opportunities to reduce energy consumption
- Work with waste removal contractors to maximize diversion from landfill
Perform other related responsibilities as requested from time to time
Q****ualifications
Education
- Minimum high school diploma
- Post secondary education preferred
Professional Experience
- Minimum 3 to 5 years in property management administration or equivalent commercial real estate environment
- Continuing involvement with professional organizations such as BOMA and IREM
- CPM, RPA designation preferred or working towards designation
- Excellent client relation skills both with owners and tenants
- Intermediate/Advanced Microsoft Office (Word, Excel, PowerPoint and Outlook) is required
- Strong accounting skills and an understanding of CAM recoveries and tenant billing
Personal Competencies
- Supports teamwork environment with positive and professional attitude
- Open to learning, developing new skills/knowledge
- Focuses on results: anticipates problems, identifies solutions, takes action
- Understands all aspects of job - impact on business goals
- Proactively assesses, responds to workflow deficiency, adheres to CPMI policy
- Goes the "extra mile" to understand and respond to tenant/customer needs
- Flexibility to changing work conditions including interruptions and multi-tasking ability
- Behaves and makes decisions that support CPMI goals/objectives
- Conducts business consistent with sustainability
- Strong written and verbal communication skills
- Ability to work independently and under pressure, deal with deadlines
- Demonstrates integrity in decision making, listening, treatment of others
CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.
About Crown Property Management Inc.
Crown is a commercial real estate investment, property management organization committed to delivering both higher performance for our investors and a better experience for our tenants throughout the Greater Toronto Area and Greater Ottawa Area.
Investment Savvy: At Crown, we specialize in identifying undervalued real estate assets and optimizing every detail of operations to maximize their value. We co-invest to acquire, finance and realize untapped potential. From re-zoning and redevelopment to property branding and parking operations, no consideration is too small...or too big.
Real Estate Management: A Crown building is an actively managed one. We work tirelessly to elevate each Crown property's profile. For each property, a multi-disciplinary team of Crown professionals with expertise in investing, asset management, property management, and leasing develop a comprehensive strategic plan. Our hands-on approach to real estate management delivers both higher performance for our investors and a better experience for our tenants.
Tenant Focused: We strive to be the manager of choice for tenants. By understanding what high performing businesses and their employees truly value, we deliver the details that businesses appreciate most from welcoming lobbies, to on-site concierge services, to shuttle buses and sustainability initiatives. Even small gestures like self-serve maintenance perks in our parking garages add up to a big difference.
Taking the Lead on Leasing: We actively seek customers who will make a positive contribution to the future of our properties. Equally important, we make it easy for them to relocate to a Crown building, through a seamless leasing process, a variety of construction options, and the creative structuring of lease terms. With existing customers, we work to extend and renew lease terms in advance, carefully managing risk by spreading lease maturities over time.