Property Administrator

Summary

The Property Administrator provides administrative and coordination support to Realterm’s Property Management team for the Canadian portfolio. This role supports property documentation, vendor follow-up, tenant communications, invoice and expense processing, travel coordination, and general administrative tasks. The position also provides backup reception support when required.

            Essential Duties and Responsibilities 

Provide general administrative support to Property Managers and the broader Property Management team

Assist with organizing, maintaining and updating property files, contracts, certificates of insurance, tenant records, tenant correspondence and vendor documentation

Prepare, track and follow up on vendor purchase orders, contracts, renewal documents, cancellation notices, signature requests and reports

Coordinate vendor documentation and follow-up, including insurance certificate renewal requests, service-related inquiries and administrative updates

Prepare and distribute tenant notices, parking letters and other tenant/property-related correspondence

Maintain building inspection records, reports, utility folders, and other property-related documentation

Assist with tracking deficiencies, confirming completion of work and completing related administrative follow-up

Assign parking stickers and access codes, process related monthly charges and respond to routine tenant parking/access requests

Maintain codification information, property contact lists, emergency contact lists and other reference materials

Support invoice corrections, invoice coding and invoice entry into Payscan

Prepare weekly check registers

Process executive expenses and expense reports, as needed

Provide backup reception coverage, including greeting visitors, directing calls, and coordinating and receiving deliveries.

Coordinate travel arrangements for team members, including flights, hotels and conference reservations, as requested

Provide filing, retrieval, scanning, digital filing and general administrative support

Perform other administrative tasks and ad hoc projects in support of the Property Management team

Competencies

Accountability

Character, Trust, Integrity

Planning, Decision-Making & Initiative

Development & Learning

Collaboration, Communication & Teamwork

Qualifications

Strong administrative, organizational and follow-up skills.

Comfortable working with documents, spreadsheets, invoices, vendor records and routine office systems.

Proficient with Microsoft Office. Experience with Yardi is an asset but not required.

Clear verbal and written communication skills and a professional, service-oriented approach.

Comfortable communicating with tenants, vendors and internal team members in a client-facing environment.

Strong French communication skills are required. English communication skills are also required for this role, as the position involves regular communication with tenants, vendors and internal stakeholders located outside Quebec.

Able to manage multiple administrative priorities, follow instructions carefully and ask questions when clarification is needed.

Detail-oriented, reliable and comfortable supporting a team in a fast-paced office environment.

Education and/or Experience

High school diploma or equivalent required; college coursework or a diploma in administration, office management, real estate, accounting or a related field is an asset.

One to two years of administrative, office coordination, property administration, accounting support or related experience preferred.

Candidates with strong administrative potential and limited direct property management experience will be considered.

Work Environment

The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office and property locations based on organizational/business needs.

Physical DemandsMust be able to remain in a stationary position for most of the workday, sit at a desk and consistently operate a computer. The person in this position must be able to access file cabinets and use standard office equipment. On occasion, they may need to lift boxes of up to 10 lbs.