Property Administrator - Ottawa, Canada - Epic Investment Services

Epic Investment Services

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Property Administrator - Ottawa

Epic Investment Services

Epic Investment Services (Epic), which includes its wholly owned subsidiary MDC Realty Advisors in the United States, is a fully integrated North American real estate platform.

Headquartered in Toronto, Canada and operating from offices in Canada and the United States, Epic has over $17.5 billion in assets under management.

Epic's portfolio comprises over 30 million square feet of office, retail, industrial and multi-family residential properties.

Epic's integrated team is made up of over 150 real estate professionals in real estate management, asset management and investment management.

ABOUT THE ROLE:

The Property Administrator is responsible for the day-to-day accounts receivable, accounts payable accounting system inputs, timely tenant rental collection, tenant insurance documentation, tenant account reconciliations, bank deposits, general inquiries involving lease administration issues and related administrative functions.

Involved with and assist in budget preparation and monthly and quarterly reporting processes.

GENERAL PROPERTY ADMINISTRATION RESPONSIBILITIES:

Input new accounting/lease administration data in a timely manner for new tenants & renewals, prepare lease abstracts and completion of any adjustments as required
Review and print related monthly and quarterly reports (rent rolls, accounts receivable, rentup, accounting reports) and provide Property Manager with any changes to the rent roll or other reports as requested
Primary point of contact for any billing and/or collection issues
Ensure the tenant insurance certificates are on hand as each tenant insurance renewal date arrives
Prepare cheque requisitions for tenant allowances, lease commissions, etc.
Track and maintain tenant insurance certificates
Respond to general daytoday inquiries and concerns from tenants
Organize and maintain complete tenant and building related files
Maintain filing systems for contracts, insurance certificate, tenant information, and other documentation
Assist Property Manager with obtaining supplier, contractor quotations and assist with contract administration.

ACCOUNTS PAYABLE/ RECEIVABLE RESPONSIBILITIES:

Process invoices for necessary review and approval in a timely basis
Review and allocate accurate codes to all invoices
Prepare cheque requisitions for tenant allowance, etc.
Review rent rolls for accuracy
Process bank deposits and reconciliation; take deposits to bank as required
Accounting system entries and procedures (tenant charge backs, adjustments, etc.)
Contact tenants to ensure timely collection of receivables
Enroll tenants in PAD and EFT programs
Prepare monthly A/R report for internal and external reporting
Reconcile accounts and advise tenants of any outstanding amounts in a timely basis
Administer tenant charge backs
Liaise with Property Manager on delinquent accounts
Respond to tenant inquiries about prebill or yearend calculations

BUDGET AND MONTHLY/QUARTERLY REPORTING BOOKS:

Assist in the preparation of annual budgets and reporting books (monthly and quarterly as required)
Assist in preparation of annual operating cost prebill calculation and yearend reconciliations
Prepare and update monthly and yearend accruals

QUALIFICATIONS REQUIRED:

35 years' experience in office and/or property administration ideally in Property Management
Experience in commercial real estate, lease review, information and billing set, inputting information into Yardi and other IT systems.
Must have a positive "can do" and "willing to pitchin" attitude
Must be selfmotivated, and can work both independently and as part of a team
Outstanding written/verbal communication and interpersonal abilities.
Digital and paper filing
Organized with the ability to prioritize and multitask.
Reliable with patience and professionalism.
Ability to work with diversity and multidisciplinary teams.
Detailoriented and efficient
Explore, articulate & implement process driven efficiencies
Willing to exceed expectations to produce quality work
Experience with Yardi Voyager is an asset