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Property Administrator

Property Administrator

HaysMontreal, QC, Canada
30+ days ago
Salary
CA$60,000.00 yearly
Job type
  • Full-time
Job description

Company : Our client is a Real Estate Management company that specializes in Government buildings. Their head office is in Downtown Montreal. They are looking for a property administrator with experience in commercial real estate.

Specific Duties and Responsibilities :

  • Administer Parking Requirements and follow up with the service provider when required and keep updated the parking spreadsheet which includes activations and cancellations
  • Monthly Reporting Package : Ensure formatting is correct and all KPI is submitted and entered in the correct reporting format.
  • Budget Process : Responsible to understand the budget process and work with the Property Manager on any relevant aspect of the process.
  • Incident Reporting – incidents (referred to as a 10A). Work directly with the Property Manager to ensure all 10A Reporting is produced on a timely basis when :

o A loss of productivity because of a building related incident that negatively impacts, or disrupts the business of government or the occupants’ operations or occupancy, OR

o Injury to individuals resulting in the need for medical treatment because of a building related incident or condition, OR

o A building related incident that causes damage to property, critical equipment, asset integrity of the occupant(s) or may attract media attention

  • Assist security : Manage Card Access System. Prepare and track all security access levels for underground garage, occupant areas and base building common areas
  • Monitor Angus Anywhere work order system : Ensure that any pertinent work order is provided to the Maintenance Team Lead (MTL) and / or the Property Manager and ensure that concerns and work orders are directed to the NSCC
  • Timesheets : Responsible to ensure all technicians submit timesheets and follow-up for all others HR forms requests (Vacation Request, OT, Absence Reporting, etc.) are provided to MLPM Ottawa
  • Generate Purchase Orders, in Yardi on a daily basis
  • Follow-up with contractors for incomplete work, invoicing, etc. Responsible to ensure requisitioned work is complete and invoice is provided to MLPM by vendor.
  • Communicate / work directly with the PM and MTL to confirm work is complete.
  • Track and monitor the Open PO List; work directly with the PM for the reduction of all Open POs.
  • Ensure knowledge of all operations G / L codes and to follow coding guidelines as instructed by the PM.
  • Ensure all invoicing amounts are accurate prior to invoice submission to Accounting.
  • Work with and provide support to the Ottawa accounting office for any invoicing, etc. Responsible to send all invoices received at the local MLPM office to Ottawa accounting as a weekly batch.
  • Ensure that security clearance documents are completed and provided to the MLPM Company Security Officer.
  • Manage Contractor Check and ensure that all vendors are cleared as per the Contractor Check accredited list.
  • Update the Vendor List
  • Responsible to maintain the contract list and ensure renewals are administered within the applicable expiry timelines.
  • Receive all utility invoices, stamp, code and send to MLPM Accounting in Ottawa.

    Experience needed

  • Proficient in FR / EN.
  • Experience with rent roll, invoicing, billing
  • Great customer service skills
  • 2+ years in administration, at least 1 in commercial property administration
  • Salary / benefits / more

  • Hours : 35 / h (8 am to 4pm) (slight flexibility)
  • Onsite position
  • Summer Fridays : end earlier. The manager decides the time, but usually early afternoon
  • Salary :
  • 60,000$
  • Discretionary bonus based on individual / company / portfolio performance
  • Benefits :

  • Insurance plan that is paid -100% by the company
  • RRSP plan with contribution and matching by the employer
  • 500 wellness / health spending account
  • Can pay for education, formations etc. if its aligned with the role
  • Free parking
  • Vacation : 3 weeks + 5 sick days