Property Administrator

About the role

Colliers has an exciting opportunity for someone passionate about commercial property management. The Property Administrator will support the Property Management team and assist with the overall management of the real estate portfolio. Strong client relationships are meaningful to you. You enjoy playing a central role in customer care by bringing superior interpersonal skills, attention to detail, and a positive demeanor to everything you do. Your superior communication and organizational skills mean that you can respond to tenant inquiries, you exude professionalism and your customer service skills are second to none. Respond to general day-to-day inquiries from tenants, service providers and contractors, and redirect specific issues to the appropriate staff member for action and resolution. Track and distribute lease documents, update the tenant contact list, and prepare welcome packages for new tenants. Prepare tenant notices and general correspondence for the Property Manager. Assist the operations department with drafting notices and other correspondence for the Property Manager's approval. Assist the Property Manager with obtaining supplier and contractor quotations, tracking contract renewal dates. Issue, maintain and track purchase orders as required. Assist with the preparation of seasonal work contracts (landscaping, snow removal, etc.). Distribute Welcome and Move-Out Packages. Attend and actively participate in staff meetings. Review and Code invoices. Track and coordinate all tenant chargebacks with accounting. Work closely with the property manager to provide support with budget preparation. Preparing monthly property management reports for clients as directed by the property manager. Maintain the portfolio utility meter database and tenant utility consumption as needed. In conjunction with the Property Accountants, assist with monthly accounts receivable analysis, including monitoring rental arrears, preparing notifications, demand, and default notices, and following up with tenants to ensure timely payment of monthly rent, as directed by the Property Manager. Track Facility Services staff work hours monthly and verify the accuracy of payroll chargebacks from the head office. Make any necessary corrections and provide back-up for any discrepancies. Coordinate all tenant and building signage with the Property Manager's assistance. Assist with the arrangement and coordination of special projects. Other duties as required.