Job Description

The Property Administrator is a key member of the Property Management team and provides day-to-day administrative support for retail and commercial properties. Reporting to the Property Manager, this role supports a variety of property operations including Accounts Receivable reporting, Accounts Payable processing, budgeting support, supplier invoice management, rent roll review, tenant communication, and general administrative coordination.

• Assist with the review and approval process of purchase orders and invoices.
• Support Accounts Payable processes by ensuring suppliers are paid on a timely basis and that all payables are reviewed according to accounting procedures.
• Manage day-to-day accounts payable issues and supplier invoices.
• Administer, review, and monitor service contracts, including vendor and contractor performance.
• Review Accounts Receivable reports and assist with the collection of outstanding tenant arrears.
• Participate in monthly Accounts Receivable meetings.
• Review the monthly rent roll to ensure accuracy.
• Liaise with property accountants regarding property expense-related matters.
• Support CAM management and assist with monitoring expenses and maximizing recoveries.
• Assist the Property Manager with monthly budget and expense variances, forecasts, and annual budgets.
• Dispatch maintenance and security teams in response to tenant calls.
• Prepare and issue tenant billings and Rental Advice Notices.
• Manage tenant accounts, including preparing statements of accounts, late payment notices, and default letters in coordination with Property Management and Leasing teams.
• Assist with tenant invoices, including annual rent installment notices, year-end adjustments, and other tenant billings.
• Ensure tenant billings are accurate and delivered in a timely manner.
• Correspond with new tenants regarding rental charges and rental adjustments.
• Manage the tenant chargeback system, including coordinating invoicing and following up on payments.
• Maintain tenant document control and support tenant liaison and communication.
• Liaise with property accountants, lease administrators, and legal teams to ensure accuracy of information.
• Answer and dispatch telephone calls.
• Receive and distribute mail.
• Perform other duties as assigned.

Required Qualifications

• Completion of college in a related field or accounting.
• Three to five years of commercial or retail property administration experience.
• Experience using Yardi Property Management Software.
• Proficiency in Accounts Payable and Accounts Receivable processes.
• Strong knowledge of accounting and financial management.
• Strong Microsoft Office skills.
• Advanced Excel skills.

Soft Skills

• Strong customer service orientation.
• Excellent planning and organizational skills.
• Effective interpersonal and conflict resolution skills.
• Strong written and verbal communication skills.
• Ability to work well under pressure.
• Ability to multitask and meet deadlines.
• Ability to work independently and as part of a team.