Job Summary
We are looking for a team-oriented Property Management Administrator who will work closely with our property management team.
This position provides an excellent opportunity for the right candidate to work with an established real estate group.
Duties
- The Property Management Administrator will perform the following duties:
· Administrative Support – Provide administrative support to the property managers
· New Tenants – Prepare welcome packages for new tenants, and work with vendors to update all building and site office signs, directories, enterphones and parking stall signs.
· Parking – Manage parking stall assignments and parking permit distribution, order parking stall signage, maintain related databases, and co-ordinate and work with on-site staff to coordinate as needed.
· Keys and Fobs – Manage all aspects of key and FOB tracking and distribution, including, preparing keys and FOBs for new tenants and working with vendors to program FOBs for tenant use, maintaining related databases, create and send invoices to tenants as required for keys and FOBS, and monitor stock levels and order when needed.
· Property Management Database (Yardi) – Maintain the Property Management database in Yardi, updating Tenant information and contacts as needed.
· Supplies – Order janitorial supplies as required for all properties and communicate with on-site personnel to ensure supply levels are adequately maintained.
· Tenant Communication – Send communications to tenants and respond to queries from tenants (e.g. rent letters, annual budget letters, charge back invoices and CAM reconciliations).
· Service Contracts – Maintain service logs, coordinate with vendors and contractors regarding service on the properties at the direction of the property managers, and coordinate with on-site personnel regarding service calls at the direction of the property managers.
· Budgets – Generate annual cost reports from Yardi for use by the property managers for budget preparation and compile and organize information for property managers as directed by the property managers to assist them in their budget preparation.
· Tenant Sales Records – Track all tenants that must provide sales reporting and communicate with such tenants ensuring that the required information is provided as required under their lease or as otherwise directed by the property managers.
· Maintenance Calendar – Create and maintain a maintenance calendar for all properties for all services, for example, annual fire inspections, HVAC quarterly schedules, line painting, catch basin cleaning and pressure washing, and schedule such maintenance with vendors at the direction of the property managers.
· Repairs – Assist the property managers with tenant repair requests and emergency repairs, including coordinating with vendors and on-site personnel, and as directed by the property managers.
· Security – Work with police and ICBC in recording security footage as requested (within reason) for criminal investigations and ICBC car accident files.
· Meetings – Take meeting minutes for property management meetings, circulate to the property management team and catalogue in the property management database.
· Lease Documents – Send lease documents to tenants for signature by way of Docusign at the direction of the Lease Administrator.
Experience
- The successful candidate will have the following qualifications, skills and qualities:
· Exceptional organizational and time-management skills.
· Strong verbal and written communication skills.
· Strong proficiency in Microsoft Office (including Excel and Outlook) is a must
· Resourceful self-starter with ability to work independently and take initiative.
An eager and willing learner and team player.
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
Work Location: In person
