PROPERTY ADMINISTRATOR

Job summary

Serve as the first point of contact for tenants, manage service requests and property records, and coordinate contractors, inspections, purchase orders, and service contracts. Support the Property Manager with budgets, reports, contract tendering, and invoice processing while helping ensure timely service and compliance with building standards.

Job details

Based in Halifax, Nova Scotia, Rank Group is a full-service real estate firm, providing services such as property development, construction, property management, property maintenance, space design and planning. We thrive on building mutually open and honest relationships with our clients in all our projects, which is evidenced by our many long-standing relationships. With over 4 decades of experience and success, Rank Group has developed, owns and manages more than 5 million square feet of space, with over 500 clients spread over commercial, industrial, retail and multi-residential properties across Atlantic Canada. Rank group is currently looking to add a Property Administrator to the team. Acting as the first point of contact for tenants, the Property Administrator is responsible for coordinating the daily activities related to the management of a portfolio of properties to ensure superior customer service and accountability with company policies and government regulations. Why Join Us? Competitive salary Health/dental benefits Reduced summer hours (with full pay)! Office closes at 2pm every Friday all summer GRRSP matching program Pizza Fridays every month Free parking Opportunity to be part of a growing company, doing exciting things in the city of Halifax! Responsibilities Provide a positive first impression as the front line response to tenant requests; Manage customer service requests through electronic work order system; Manage the master key system and keep index current; Maintain and keep current Insurance certification for contractors along with contact information; Prepare purchase orders for all goods and services procured and arrange for appropriate approval for payment; Prepare communication to tenants; Prepare service contracts as directed by the Property Manager; Update and maintain equipment, repairs, history and inventory information in electronic work order system; In conjunction with the Operations Team, ensure tenant requests are completed as requested, in a timely manner; Working in collaboration with internal staff, tenants and external service providers to ensure building standards are adhered to and service performance is at an optimum; In conjunction with the Property Manager, assist in the preparation of annual budgets and monthly reports; Scheduling life safety and other annual inspections through coordination with in- house or third party contractors; Assist the Property Manager with tendering and awarding of service contracts; Work with Accounting team to ensure efficient processing of contractor invoices and PO’s; Working closely with Operations Team to maintain current PM records and inventory database within electronic work order system Provide reception relief as required; Qualifications Education and Experience: Previous experience in property administration is preferred; equivalent experience/skills may be considered. 2+ years experience working in a administrative capacity, preferable property administration Post secondary degree or diploma in a relevant field (e.g., Business Admin, Admin, etc.). Equivalent work experience may be considered. Specific Skills and Knowledge Excellent tenant relation/customer service skills; proven ability to develop rapport and build relationships with others; Experience writing contracts or memos is an asset; strong attention to detail required. Able to effectively multi task and address important time sensitive matters – strong sense of urgency; Ability to problem solve; Exceptional organizational and prioritization skills; Working understanding of building systems is a strong asset; Strong written and oral communication skill; Team player; positive and reliable. To Apply: Please send resume to jobs@rankgroup.ca with subject line: Property Administrator. We thank all applicants for their interest, but only those selected for an interview will be contacted.

What you’ll do

Serve as the first point of contact for tenants, manage service requests and property records, and coordinate contractors, inspections, purchase orders, and service contracts. Support the Property Manager with budgets, reports, contract tendering, and invoice processing while helping ensure timely service and compliance with building standards.

Requirements

The role prefers previous property administration experience and asks for at least two years of administrative experience; equivalent experience or skills may be considered. A relevant post-secondary degree or diploma is preferred, along with strong customer service, communication, organization, prioritization, and problem-solving skills; knowledge of building systems is an asset.

Benefits

• Health and Dental Benefits
• Reduced Summer Hours With Full Pay
• Group Registered Retirement Savings Plan Matching
• Monthly Pizza Fridays
• Free Parking

Listed skills

• Customer service · Preferred
• report preparation · Preferred
• Vendor Coordination · Preferred
• Organization · Preferred
• Prioritization · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Tenant Relations
• Customer Service
• Property Administration
• Work Order Management
• Purchase Order Preparation
• Contract Preparation
• Budget Preparation
• Report Preparation
• Scheduling Inspections
• Vendor Coordination
• Invoice Processing
• Recordkeeping
• Organization
• Prioritization
• Problem Solving
• Written and Oral Communication

Job areas

• Administrative
• Customer Service & Support
• Management & Leadership
• Construction

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