Manager, Property Administration

at  Oxford Properties

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The Manager, Property Administration is responsible for overseeing the team of Property Administrators at Upper Canada Mall and Hillcrest Mall. They will provide oversight in the areas of accounting, reconciliation, and lease administration supporting the Director and General Manager. The primary focus is supporting the team of Property Administrators in the areas of accounts receivables, arrears control, lease administration, attending to internal and external correspondence, liaising with tenants to resolve account issues, and preparing summaries and reports for Management Information at the site and head office level.

AS A MEMBER OF THIS TEAM, YOU WILL BE RESPONSIBLE FOR:

Management
Maintain an overall focus on the customer and employee experience,
Foster a culture of collaboration, innovation, employee empowerment and development, inclusion and diversity amongst the Property Administration team,
Ensure the Property Administration team is updated on all procedural changes and are adhering to policies and procedures,
Complete and review annual development plans on a regular basis per company guidelines. Provide feedback to assist in the development of staff skills on a continuous basis,
Manage staff performance to expectations and established standards,
Recognize and reward for exemplary performance when it occurs,
Accounts Receivable
Provide support and direction to the Property Administration teams to ensure:
all rents due under the lease and general invoices for all business units are collected,
collection procedures regarding past due rent(s) and account balances are initiated; placing phone calls, preparing statement of accounts, drafting collection and default letters in accordance with specific terms of the lease(s),
daily deposits, including wire transfer payments to appropriate tenant account by using JD Edwards are processed,
accounts are analyzed to identify short payments and follow up with tenants,
construction and security deposits are tracked and refunds issued when required,
Lease Administration
Manage building, floor and unit reconciliations ensuring there are no integrity issues,
Support the Property Administration team with set-up of tenant leases, recurring billings, sales overages, and legal clauses as required by lease administration policy,
Ensure utility and construction invoices are billed, Property Administrator to bill utility invoices and construction invoices,
Support the set-up of storage license agreements into JD Edwards,
Oversee budgeting, quarterly reforecast and monthly revenue accruals as required,
Reporting
Work with Property Administration team to prepare monthly over 90 days Accounts Receivable report on balances.
Provide updates to General Manager and Property Manger those outstanding accounts which require escalation as well as those that should be considered for bad debt provision or write-off,
Lead meetings as required to discuss outstanding accounts and action plan to settle accounts,
Provide analysis on budget/reforecast variances,
Other
Work on other duties and/or special projects as assigned
Building relationships with tenants and vendors

TO SUCCEED IN THIS ROLE, YOU HAVE:

Must have a post-secondary education in a related field (i.e. Business Administration or Accounting)
2+ years previous experience; Retail environment preferred
Proficiency using Microsoft Office applications (i.e. Word, Excel, Outlook)
Previous experience using JD Edwards is considered a strong asset
Detail oriented with strong organizational skills and the ability to multitask and prioritize competing projects; must be flexible to react to changing priorities
Strong communication and interpersonal skills, and a team player
Enthusiastic and eager to learn
Oxford’s purpose is to strengthen economies and communities through real estate.
Our people-first culture is at its best when our workforce reflects the communities we live and work — and the customers we proudly serve.
From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs