Property Administrator

The Property Administrator plays a key role in supporting the daily operations of commercial real estate properties. Serving as the primary point of contact for tenants, this position ensures timely and professional handling of tenant requests, maintains accurate records, and provides administrative and financial support to the Property Manager.

The ideal candidate is detail-oriented, proactive, and highly organized, with strong communication skills and the ability to succeed in a fast-paced, dynamic environment.

This role is 100% onsite based out of their property in Pickering.

Tenant & Administrative Support

• Act as the main liaison for tenants, responding to and coordinating day-to-day requests in a timely and professional manner

• Maintain and update tenant records, including contact and emergency information

• Manage general office administration, including supplies, filing systems, correspondence, reception duties, and banking tasks

• Maintain organized digital and physical tenant files in accordance with established naming conventions

• Work closely with the Property Manager and Operations Manager to support operational objectives

• Assist with year-end reporting and special project packages as required

Financial & Accounting Support

• Collect and track insurance certificates for tenants, contractors, and vendors

• Complete new vendor setup documentation with required backup materials

• Review, code, and prepare invoices for approval; create purchase orders in a timely manner

• Support audit requirements by providing requested documentation

• Complete monthly accruals and periodic PAD adjustments

• Perform accounting system entries, including tenant chargebacks and adjustments

• Record and forward received payments to the appropriate department and maintain documentation in tenant files

Accounts Receivable Functions

• Review and distribute monthly accounts receivable reports; update records as required

• Maintain accurate and up-to-date AR notes

• Prepare monthly AR reports and assist with financial reporting, including expense variance and marketing sections

• Reconcile accounts and notify tenants of outstanding balances

• Facilitate collections, including issuing late and default notices as required

• Liaise with the Property Manager regarding delinquent accounts

• Follow up with tenants to ensure timely rent payments, miscellaneous invoice payments, and submission of gross sales reports

• Ensure sales data is accurately recorded in the property management system

Leasing & Marketing Support

• Identify and support specialty leasing opportunities

• Assist with the preparation and execution of lease agreements

• Support marketing initiatives, including promotions, website updates, and property postings

• Intermediate to advanced proficiency in Microsoft Word, Excel, Outlook, and Access

• Experience with property management and accounting software (such as MRI, Yardi, Avid, or similar systems) is considered an asset

• Strong organizational and multitasking skills with exceptional attention to detail

• Ability to manage multiple priorities and meet deadlines

• Self-motivated with the ability to work independently and collaboratively

• Flexible and adaptable in a fast-paced environment

• Post-secondary education in Business Administration, Real Estate, Accounting, Office Administration, or a related field preferred

• A diploma or degree in Property Management or a related discipline is considered an asset

• Additional certifications in property management systems or real estate administration are advantageous

• 3–5 years of administrative experience, preferably within commercial real estate

• Minimum 2 years of experience supporting multiple properties or portfolios