Property Administrator

at  SmartCentres

English version to follow.
Titre du poste : Administrateur(-trice) d’immeubles / Property Administrator
Rapports au : Directeur Régional de l’Est du Canada
Département : Gestion immobilière

MINIMUM REQUIREMENTS:

• College or High School Diploma in a business or secretarial course;
• 2-3 years office/clerical experience or equivalent;
• Must excel in ability to prioritize workload and be able to multi-task;
• Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization;
• Proficient in MS Word, Power Point and Excel;
• Must be able to work in a team or individually.

The Property Administrator will provide administrative and secretarial support to a group of people within a specified department or project team. Duties include general clerical, and project-based work. Accountable primarily to the Regional Director, Eastern Canada but will also be accountable to the Senior Director Operations and the Vice President Operations – Shopping Centres Management. The duties and responsibilities for this area include but are not limited to:

• Tracking, filing sorting, and matching of invoices;
• Take dispatch calls from tenants when Regional Director is on the road and out of town;
• Visit properties if required when Regional Director is on the road or out of town;
• Ensure AOP and Vacancy are reported as required;
• Assist in collection and entry of sales data from tenants;
• Assist in purchase order creation;
• Assist in all vendor requests for Yardi;
• Frequent contact with other departments and outside parties such as tenants, vendors and consultants. Sometimes required to deal with unclear or imprecise requests for information;
• Ensure accurate and timely invoices are received from all vendors;
• Deal with accounting on any billing issues;
• Complete Contract adjustments where required;
• Maintain all Property Management filing;
• Ensure that the files are correctly labeled;
• Call Log - record all incoming calls for each of the properties and ensure adequate follow-up on the issues and ensure that the database is up-to-date and accurate;
• Assist tenants with all queries in a timely fashion;
• Maintain all information for the property management in the database. This includes:
• Site Addresses;
• Contract Information;
• Contractor Information;
• Site Supervisor Changes;
• Meter Information;
• Call Log.
• Responsible for the collection and submission of monthly Operations Reports;
• Responsible to complete bank deposits for Place Bourassa rent;
• Responsible to send sales report for Place Bourassa tenants to HO;
• Other miscellaneous tasks such as Notices to Tenants, queries from different departments internally, travel arrangements etc.;
• Expectations can change from time to time and as such it is understood that these duties and their priority may also change.

Expectations: Multi-tasker who can adjust to changing demands and maintain the Trusts Values of Respect, Entrepreneurialism, Accountability and Teamwork.
Values
The Associate shall conduct him/herself in arespectful and ethical manner in representing the Trust’s interests. The Associate shall demonstrate entrepreneurialism and behave like an “owner: in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Associate must take accountability for decisions made and the Associate is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goals.
We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation