Property Administrator

Position summary

Lease administration and tenant relations

• Maintain lease documents, amendments, renewals, options, correspondence, and critical lease dates.
• Prepare tenant notices, rent schedules, lease summaries, and other documents; maintain tenant contacts and access records.
• Respond to routine inquiries, coordinate tenant concerns and move procedures, and escalate complex matters to the General Manager.
• Support tenant construction and renovation approvals by collecting contractor documentation, insurance certificates, permits, and compliance materials.
• Maintain incident, complaint, insurance claim, and corrective action records.

Financial administration

• Assist with annual property operating budgets, monitor variances, and support MIT, additional rent, and operating cost reconciliations.
• Monitor rent collections and receivables and prepare rent rolls, operating statements, expense reports, and financial summaries.
• Review vendor invoices and maintain records of utilities, taxes, insurance, service contracts, and other expenses.
• Coordinate accounts payable and receivable, banking, petty cash, expenses, credit card records, and year-end reconciliations.
• Prepare purchase orders within delegated authority and maintain expense, inventory, and vehicle service records.

Maintenance and management support

• Track work orders and service requests and coordinate preventive maintenance, vendor appointments, site access, and follow-up inspections.
• Support repair quotations and capital improvements through scheduling, documentation, communication, and progress tracking.
• Monitor contractor documentation and compliance; maintain service contracts, warranties, equipment records, manuals, and emergency procedures.
• Assist with property inspections and follow up on building, fire, health and safety, environmental, and other compliance matters.
• Prepare reports and meeting materials, maintain organized electronic files, support procedures and workflows, and administer property access systems.

Qualifications and experience

• Three to five years of experience in commercial or industrial property administration, property management, facilities administration, or a related role is required.
• Experience with property management software, accounting systems, and Microsoft Office applications is stated as required or strongly preferred.
• Post-secondary education in a business-related field is preferred.
• The BOMA RPA designation or active pursuit of it is an asset; additional relevant education or certifications are beneficial.
• Experience with commercial, industrial, or multi-tenant properties is an asset; lease administration, budgets, reconciliations, vendor coordination, and tenant relations experience is preferred.
• Knowledge of budgeting, accounting, building systems, preventative maintenance, health and safety, lease administration, and property operations is sought.
• Strong communication, organization, time management, professional judgment, confidentiality, and problem-solving abilities are sought.

Working conditions

• The position is primarily office-based, with periodic visits to managed industrial and commercial properties.
• Regular interaction with tenants, contractors, vendors, and internal staff is expected.
• Occasional flexibility in working hours may be required for property operations or urgent administrative matters.
• The stated work location is in person.

Compensation and benefits

• Pay is stated as $60,000 to $70,000 per year.
• Listed benefits include dental care, an employee assistance program, extended health care, and life insurance.