Property Administrator at Colonnade Management Inc.

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Full Time

Start Date

Immediate

Expiry Date

30 Dec, 25

Salary

0.0

Posted On

01 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bilingual, Office Administration, Microsoft Office, Organizational Skills, Administrative Skills, Detail Oriented, Team Player, Yardi Experience

Industry

Real Estate

Description

Colonnade BridgePort (www.colonnadebridgeport.ca) is a leading real estate investment, management and development company in Ottawa, with a growing presence across Ontario, New Brunswick and Nova Scotia. We provide investment management, asset management, property management, leasing and development services. Our continued expansion into Québec has created an opportunity for a full-time, Bilingual Property Administrator. PROPERTY ADMINISTRATOR (BILINGUAL, French & English) Reporting to the Senior Property Administrator, the Property Administrator will provide administrative support and assistance to the Property Management Team who are dedicated to our tenants all the while maximizing the value of the commercial real estate portfolio for third-party owners. The focus of this role is to produce high quality, detailed work based on established standards, guidelines, and procedures. Precise, consistent work output is essential requiring patience and a willingness to handle and complete one task at a time. The job environment is stable, based on known relationships with people and well-defined processes. Responsibilities: * Assist with the preparation, compilation, assembly, while ensuring the accuracy and quality of all monthly reports(s). * Assist in preparing and compiling, the annual operating budget(s), while their timely delivery to the owners. * Assist in compiling and assembling other reports, spreadsheets, and summaries as required from time-to-time. * Assist in the preparation, tendering, and analysis of all contracts. * Work closely with and assist the Property Manager(s), Building Operator(s), Property Accountant(s), and other Property Management team members in day-to-day management and operation of properties. * Assist the Property Manager(s) and building operations staff in the coordination and communication of site visits of all third-party contractors conducting business in the building(s). * Issue and process purchase orders, tenant work orders, and review invoices while ensuring accurate coding and approvals are in place, liaise with vendors and sub-contractors on billing related matters. Monthly review of purchase orders, follow up on invoicing, and close off purchase orders. * Liaise with tenants on building and tenant related issues, ensuring to involve the PM as needed. * Maintain and circulate all lists, including, portfolio lists, tenant lists, contact lists, site plans, floor plans, contract summary, etc. * Maintain and track tenant and vendor certificate of insurances. * Assist with compilation and submission of monthly expense reports for Property Management team members. * Assist the Property Manager(s) with the compilation and coordination of ESG/Sustainability reporting such as GRESB, EWRB, BOMA Best, etc. * Assist with tenant changeovers; move in and move outs. * Provide backup for Reception during breaks, lunch and other times as required. * Participate in tenant retention promotional activities, including hosting tenant BBQ’s, Christmas Breakfasts etc. * Maintain utility reading database, and submission if applicable. * Other duties as reasonably required. The above statements reflect the general details considered necessary to describe functions of the job and shall not be construed as a detailed description of all work requirements that may be inherent in the job. QUALIFICATIONS: * 3-5 years of experience in commercial property administration. * Post-secondary education with a concentration in Office Administration or a related discipline. * Bilingual (French & English) is required. * Intermediate or advanced proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams. * Adaptable to learning new software programs and technology as required. * Strong organizational and administrative skills, self-motivated, and detail oriented. * Able to work effectively under pressure and as a team player. * Yardi experience an asset. Commitment to our People We are committed to creating a positive experience for our employees. We work hard at Colonnade BridgePort and have fun while doing it! Our employees enjoy participating in sports tournaments, BBQ’s, potlucks, prize draws, holiday parties and more! The successful candidate can expect the following perks and benefits: * Three weeks’ annual starting paid vacation; three days personal and five sick paid days annually. * Hybrid working environment (position dependent, alternative may be offered). * Comprehensive benefits plan that includes health, dental, vision, and disability coverage (cost shared by company and employee). * RRSP matching program. * Professional development (up to two paid courses per year). * Holiday office closure between Christmas and New Year’s, summer hours (position dependent, alternative may be offered). To learn more about our commitment to our community and sustainability, click here [https://colonnadebridgeport.ca/environmental-social-governance/]. Colonnade BridgePort acknowledges that teams with diverse backgrounds and perspectives can bring about innovative solutions and ideas. Therefore, we welcome and encourage qualified applications from people of all gender identities, visible minorities, Aboriginal persons, and people with disabilities. Accommodation is available on request for candidates taking part in all aspects of the selection process. To request an accommodation, please email people@colonnadebridgeport.ca [people@colonnadebridgeport.ca]. We thank all interested applicants; however, only those under consideration will be contacted.

Responsibilities

The Property Administrator will provide administrative support to the Property Management Team, ensuring high-quality work output. Responsibilities include assisting with reports, budgets, tenant communication, and coordination of property management tasks.