16 Oct
Crown Property Management
Ottawa
Position Summary and Objectives
The Property Administrator, Tenant Accounts reports to the Director, Property Management to provide reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with tenants and various external partners as directed. Additionally, this role facilitates continuous improvement in office systems, Yardi and procedures to ensure an efficient and productive operating environment.
Responsibilities
Deliver Excellent Service to Tenants
- Establish and maintain professional working relationships with tenants
- Independently respond to complex tenant queries that have been escalated and obtain assistance in responding to such inquiries when necessary
Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting
- Prepare tenant charge-back quotations for approval prior to commencement of any requested project
- Prepare and review for accuracy, tenant invoices, including chargebacks and invoicing for metered utilities in a timely manner to ensure monthly deadlines are met
- Ensure accurate and timely monthly tenant billings through review of monthly rent roll reconciliations and rent rolls processing
- Obtain monthly the sales figures where applicable to calculate percentage rent invoices, and accruals as required
- Collection and deposit of cheques and recording cash receipts through the tenant ledger within Yardi.
- Manage tenant accounts receivables and prepare account reconciliation as required, oversee the collection of rent and other payments from tenants
- Update and manage the monthly Accounts Receivables Report and submit to assigned approver for review
- Prepare and distribute approved tenant letters,
annual rental letters and documentation for year-end recoveries
- Submit MPAC and tenant charity forms for all properties for review by the Manager
- Assist with monthly/quarterly reporting requirements and annual budget process as required
- Process and code property invoices in Yardi upon receipt and follow up on outstanding approvals as required.
- Liaise with Accounting as required to address complex tenant inquiries and inquiries related to tenant issues.
- Manage tenant insurance certificates and ensure they are current
- Monthly update of parking audit, ensuring revenues are collected for all allocated stalls.
- Familiarize with the terms of tenant lease, advise Manager of any discrepancies or omissions
- Assist with property management administrative tasks and provide support as needed for other team members during absences
Perform other related responsibilities as requested from time to time
Qualifications
Education
- Post-secondary education in business, accounting, or related fields
Professional Experience
- Minimum 3 to 5 years in property management administration, equivalent commercial real estate environment or accounting experience in a fast-paced office environment dealing with external suppliers and customers.
- Excellent client relation skills both with owners and tenants/customers
- Intermediate/Advanced Yardi (Pay Scan/Elevate) and Microsoft Office (Word, Excel, PowerPoint and Outlook) is required
- Strong accounting skills and an understanding of CAM recoveries and tenant billing
Personal Competencies
- Supports teamwork environment with positive and professional attitude
- Open to learning, developing new skills/knowledge
- Focuses on results, anticipates problems, identifies solutions, and takes action
- Understands all aspects of job - impact on business goals
- Proactively assesses, responds to workflow deficiency, adheres to CPMI policy
- Goes the "extra mile" to understand and respond to tenant/customer needs
- Flexibility to changing work conditions including interruptions and multi-tasking ability
- Behaves and makes decisions that support CPMI goals/objectives
- Conducts business consistent with sustainability
- Strong written and verbal communication skills
- Ability to work independently and under pressure, deal with deadlines
- Demonstrates integrity in decision making, listening, treatment of others
CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.
▶️ Property Administrator, Tenant Accounts
🖊️ Crown Property Management
📍 Ottawa