Commercial Property Administrator

• Coordinate and log tenant service requests and maintenance needs within the property management system, ensuring all relevant details and priorities are clearly captured
• Arrange vendor access, schedule work, and monitor progress to ensure timely and satisfactory completion
• Follow up on outstanding service requests and proactively address delays or issues impacting completion timelines
• Respond to tenant inquiries in a timely and professional manner, providing updates and escalating more complex matters when required
• Assist in identifying recurring maintenance concerns and coordinate further review when necessary
• Support tenant onboarding by preparing documentation, maintaining records, and ensuring all required information is complete and up to date
• Maintain organized and accurate tenant files, including agreements, insurance documentation, and correspondence
• Track key lease-related dates such as insurance expiries and coordinate follow-ups to ensure compliance
• Assist with move-in and move-out processes, including scheduling inspections and updating system records
• Prepare standard lease-related documents and correspondence, escalating non-routine items as needed
• Input and maintain accurate financial data, including billing details and cost allocations, in accordance with internal guidelines
• Review and process invoices by verifying accuracy, confirming work completion, and submitting for approval in a timely manner
• Provide administrative support for budgeting activities by compiling data, quotes, and supporting documentation
• Assist in preparing operating cost reconciliations and tenant chargebacks, ensuring calculations align with lease terms and supporting documents are included
• Work collaboratively with internal teams to support issue resolution, vendor coordination, and operational efficiency
• Escalate challenges or unclear situations appropriately to ensure timely resolution
• Provide updates on workload, priorities, and potential risks to deadlines
• Build and maintain positive working relationships with tenants, vendors, and colleagues
• Gain hands-on exposure to property management operations, including tenant relations, building systems, and financial processes
• Seek feedback regularly and apply learning to improve accuracy, efficiency, and overall performance
• Demonstrate initiative by identifying opportunities to streamline processes and enhance service delivery
• Develop knowledge of vendor services and industry best practices
• Explore potential career pathways within property management or operational support functions
• Perform other related duties as required to support the broader team and operational needs

• 2–5 years of experience in an administrative or coordination role within the property industry? 1–2 years of experience in an administrative or coordination role (real estate or property management exposure is an asset)
• Strong organizational skills with a high attention to detail
• Effective communication and customer service abilities
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency with standard office software; experience with property management systems is an advantage
• Exposure to commercial assets strongly preferred
• Strong organizational skills with a high attention to detail
• Effective communication and customer service abilities
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency with standard office software; experience with property management systems is an advantage

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