Property Administrator
JLL
Date: 1 day ago
City: Ottawa, ON
Contract type: Full time
JLL is seeking a detail-oriented Property Administrator for one of it's prominent client's downtown portfolio. This role is key in delivering exceptional tenant experiences and operational excellence . You'll serve as a frontline specialist, promptly addressing and resolving tenant concerns while supporting essential property management functions. Your day to day will vary and will include assisting with budgets, various reporting, processing payments and analysis, coordinating special tenant requests, and organizing property events.
The Property Administrator is an important team member and is required on-site 4 days/week with flexibility to work remotely one day/week.
What You’ll Be Doing
The Property Administrator is an important team member and is required on-site 4 days/week with flexibility to work remotely one day/week.
What You’ll Be Doing
- Initiate tenant service requests to be addressed by Building Operations and follow up to make sure that issues are resolved effectively and on a timely basis.
- Coordinate all charity, tenant appreciation and mall/property events. Contribute ideas and suggestions for various marketing plans, promotion events, etc. for the specific property.
- Administer and facilitate tenant move-in and move-out processes.
- Support and assist in Sustainability and property Certification initiatives including but not limited to BOMA/LEED, Rick Hansen Foundation, etc.
- Establish and maintain professional working relationships with tenants, vendors, building security, cleaners and various contractors to ensure smooth operation of the Property.
- Maintain tenant contact list and certificates of insurance data; ensure all tenants/vendors are up to date
- Maintain and update tenant emergency notification system (Redflag) & PRISM platforms
- Assist Property Manager on tenant relations functions and monthly/quarterly reporting requirements.
- Assist in maintaining property-specific emergency procedures and make periodic updates to the Tenant Handbook.
- Act on behalf of the Property Manager in his/her absence and advise on actions taken.
- Maintain tenant accounts to ensure that they are properly set up, charges processed, credits applied, and collection of outstanding arrears are managed on a timely basis.
- Review tenant chargeback GL and prepare invoices in template, email invoices to tenants and track payments
- Assist the Property Manager in monitoring cost control projects monthly to ensure their accuracy and that the appropriate approvals are in place. Set up Lease Amortization Charges and prepare required reconciliations.
- Create, modify or maintain approved capital, tenant, and commission jobs in Yardi while maintaining job cost tracking and progress reports.
- Prepare monthly update of Construction and Supervisory Fees template/tracker.
- Prepare monthly tenant gross sales reports and annual reconciliation of Percentage Rent payable by tenants as specified in leases. Prepare invoices to tenants for amounts payable in a timely fashion.
- Assist with the preparation of monthly variance analysis of Income Statement with commentary on significant variances (+-15%) from previous year for the Property Manager and the senior management team.
- Provide and upload relevant information for quarterly appraisals
- Prepare all relevant tenant letters and documentation for year-end tenant recoveries. Accurately input normalized budget information provided by the Property Manager and ensure that approved changes are appropriately reflected on the Real Estate system.
- Monitor the Purchase Order system and effectively resolve any issues with Real Estate Accounting & Administration. Process invoices for payment by Head Office and respond to requests from Real Estate Accounting & Administration.
- Assist the Property Manager with the annual budget planning and processing.
- Prepare monthly parking revenue reports for the property.
- Maintain both hard copy and SharePoint filling systems.
- Code invoices on a as need basis.
- Follow up with vendors as required to obtain missing invoices and work with vendor to resolve any invoice related issues.
- Other job duties as reasonably assigned.
- 2+ years of experience in a commercial property, preferably in a tenant services role.
- Relevant post-secondary education is considered an asset.
- Strong working knowledge of MS Office applications required.
- Accounting experience and knowledge of budgeting software such as Yardi is preferred.
- Good interpersonal, communication and team skills.
- Aptitude for servicing tenants with the ability to see both the customer’s perspective and the impact on the organization.
- Ability to multi-task and prioritize to meet changing demands and expectations of clients.
- Bilingual (English & French) both written and oral is preferrred.
- Join an industry leader and shape the future of commercial real estate.
- Deep investment in cutting-edge technology to power your work.
- Comprehensive and competitive benefits plan.
- A supportive, caring and diverse work environment designed for your growth and well-being.
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