Property Administrator - Property Management

The Property Administrator provides administrative, tenant relations, accounts receivable, and financial support to the Property Manager and property management team. This role is responsible for coordinating day-to-day administrative activities, maintaining accurate property and tenant records, supporting monthly financial processes, and ensuring timely and professional communication with tenants, vendors, and internal stakeholders.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced property management environment.

This role is 100% onsite based out of their office in the Milton area.

Key Responsibilities

Property Administration & Tenant Relations

• Support day-to-day office operations, including filing, supplies, records management, and general administrative activities.

• Act as a primary point of contact for tenants, responding to and coordinating tenant requests in a timely and professional manner.

• Track tenant requests and follow up on outstanding items, escalating issues to the Property Manager when required.

• Maintain accurate and up-to-date tenant information, including contact names, telephone numbers, email addresses, and emergency contact information.

• Maintain tenant files and ensure electronic folders and documents are properly organized and named in accordance with established guidelines.

• Maintain property databases, including utility consumption records and other property-related information.

• Assist with property marketing initiatives and events, including seasonal and holiday promotions.

• Provide administrative support to the Property Manager on various projects, including budget preparation, year-end activities, and RAN packages.

• Perform other administrative duties and special projects as assigned.

Vendor & Compliance Administration

• Collect, review, record, and maintain tenant insurance certificates.

• Collect and maintain WSIB documentation for contractors and vendors.

• Update insurance and compliance information in MRI and other applicable systems.

• Complete new vendor setup forms and ensure all required supporting documentation is provided.

• Review, code, and process invoices in accordance with established procedures.

• Issue, monitor, and track purchase orders.

• Provide documentation, records, and supporting information required for internal and external audits.

Accounts Receivable & Financial Administration

• Review and distribute monthly accounts receivable reports and provide the Property Manager with updates or changes as required.

• Maintain accurate and current accounts receivable notes and tenant account information.

• Prepare monthly accounts receivable reports and assist with variance analysis and reporting comments.

• Receive and process tenant cheques by scanning and forwarding them to the Accounts Receivable department and maintaining copies in the appropriate tenant files.

• Assist with monthly property management reporting, including accounts receivable, expense variances, and sales reporting.

• Contact tenants regularly to encourage timely payment of rent and miscellaneous invoices.

• Reconcile tenant accounts, communicate outstanding balances, and assist with collection activities.

• Prepare and issue delinquency letters to tenants as required.

• Liaise with the Property Manager regarding delinquent accounts and collection matters.

• Follow up with tenants to obtain gross sales reports and ensure sales information is accurately recorded in MRI on a monthly basis.

• Support monthly financial processes, including accruals, chargebacks, PAD adjustments, and related accounting activities.

• Complete monthly accruals and provide supporting documentation as required.

• Assist with year-end financial processes and audit requirements.

Qualifications & Experience

Education

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

• A college diploma or university degree in a relevant discipline is considered an asset.

• Additional training or certifications in property management systems, such as MRI or Yardi, or in real estate administration are advantageous.

Experience

• 2–3 years of administrative experience, preferably within commercial real estate or property management.

• 2+ years of experience managing administrative responsibilities across multiple properties, tenants, or portfolios.

• Experience with accounts receivable, invoicing, financial reporting, or collections is an asset.

• Experience working with property management software such as MRI, Avid, Yardi, and/or SEAS is an asset.

Skills & Competencies

• Proficiency in Microsoft Office, particularly Word, Excel, Outlook, and Access.

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills with a professional and customer-service-oriented approach.

• Ability to work independently while contributing effectively as part of a team.

• Strong problem-solving skills and the ability to take initiative.

• Flexible and adaptable, with the ability to work effectively in a fast-paced and constantly changing environment.

• Proactive approach to professional growth and development.

• Ability to maintain confidentiality and handle sensitive tenant, financial, and property information appropriately.
  
  

  AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

  The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.