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Chad Management Group
Property Administrator Commercial Office PortfolioChad Management Group • Vaughan, ON, Canada
Property Administrator Commercial Office Portfolio

Property Administrator Commercial Office Portfolio

Chad Management Group • Vaughan, ON, Canada
30+ days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Job Title: Property Administrator – Commercial Office Portfolio
Location: GTA (in-office) Vaughan

65k to 70k base

Position Overview

Our client, a very prestigious Real Estate Management firm is seeking a highly organized and detail-oriented Property Administrator to support the management of a office real estate portfolio. The successful candidate will play a key role in ensuring smooth day-to-day operations, supporting leasing activities, maintaining tenant relationships, and coordinating financial and administrative functions across multiple retail assets.

This role is ideal for a proactive professional who thrives in a fast-paced environment and enjoys working collaboratively with property managers, tenants, vendors, and internal teams.

Key Responsibilities

Property & Tenant Administration

  • Provide administrative support to Property Managers overseeing office properties.
  • Maintain accurate tenant records including leases, amendments, insurance certificates, and correspondence.
  • Assist with lease administration including abstracting leases, tracking critical dates (renewals, options, escalations), and updating databases.
  • Coordinate tenant communications and respond to inquiries in a professional and timely manner.
  • Prepare tenant notices, letters, and general correspondence.

Financial & Reporting Support

  • Assist with rent collection processes and follow up on outstanding accounts.
  • Review and code invoices, ensure accuracy, and coordinate approvals for payment.
  • Support preparation of operating budgets, reconciliations, and financial reports.
  • Track operating expenses and assist with CAM recoveries where required.
  • Maintain organized records of financial documentation.

Operations & Vendor Coordination

  • Coordinate service requests and work orders with vendors and contractors.
  • Maintain vendor files including contracts, insurance certificates, and contact details.
  • Track maintenance schedules and ensure timely completion of required services.
  • Assist with tendering and obtaining quotes for repairs and maintenance.
  • Ensure compliance with property standards, health & safety requirements, and company procedures.

Leasing & Portfolio Support

  • Provide administrative support for new leases, renewals, and amendments.
  • Assist with preparation of leasing packages and documentation.
  • Update availability reports and maintain accurate portfolio data.
  • Support marketing initiatives and coordination of listing information if required.

Qualifications & Experience

  • 2–5 years of experience in property administration, preferably within commercial office real estate.
  • Understanding of lease terminology, rent structures, and commercial property operations.
  • Strong organizational skills with the ability to manage multiple properties and priorities.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office (Excel, Word, Outlook); experience with property management software (e.g. Yardi, MRI) considered an asset.
  • Strong attention to detail and accuracy.
  • Ability to work both independently and collaboratively in a team environment.

Key Competencies

  • Strong administrative and coordination skills
  • Customer service mindset when working with tenants
  • Ability to prioritize and meet deadlines
  • Problem-solving and proactive follow-up
  • High level of professionalism and confidentiality

Please email your CV to

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Property Administrator Commercial Office Portfolio • Vaughan, ON, Canada

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