Job Title: Property Administrator – Commercial Office Portfolio

Location: GTA (in-office) Vaughan

65k to 70k base

Position Overview

Our client, a very prestigious Real Estate Management firm is seeking a highly organized and detail-oriented Property Administrator to support the management of a office real estate portfolio. The successful candidate will play a key role in ensuring smooth day-to-day operations, supporting leasing activities, maintaining tenant relationships, and coordinating financial and administrative functions across multiple retail assets.

This role is ideal for a proactive professional who thrives in a fast-paced environment and enjoys working collaboratively with property managers, tenants, vendors, and internal teams.

Key Responsibilities

Property & Tenant Administration

- Provide administrative support to Property Managers overseeing office properties.
- Maintain accurate tenant records including leases, amendments, insurance certificates, and correspondence.
- Assist with lease administration including abstracting leases, tracking critical dates (renewals, options, escalations), and updating databases.
- Coordinate tenant communications and respond to inquiries in a qualified and timely manner.
- Prepare tenant notices, letters, and general correspondence.

Financial & Reporting Support

- Assist with rent collection processes and follow up on outstanding accounts.
- Review and code invoices, ensure accuracy, and coordinate approvals for payment.
- Support preparation of operating budgets, reconciliations, and financial reports.
- Track operating expenses and assist with CAM recoveries where required.
- Maintain organized records of financial documentation.





Operations & Vendor Coordination

- Coordinate service requests and work orders with vendors and contractors.
- Maintain vendor files including contracts, insurance certificates, and contact details.
- Track maintenance schedules and ensure timely completion of required services.
- Assist with tendering and obtaining quotes for repairs and maintenance.
- Ensure compliance with property standards, health & safety requirements, and company procedures.

Leasing & Portfolio Support

- Provide administrative support for new leases, renewals, and amendments.
- Assist with preparation of leasing packages and documentation.
- Update availability reports and maintain accurate portfolio data.
- Support marketing initiatives and coordination of listing information if required.

Qualifications & Experience

- 2–5 years of experience in property administration, preferably within commercial office real estate.
- Understanding of lease terminology, rent structures, and commercial property operations.
- Strong organizational skills with the ability to manage multiple properties and priorities.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with property management software (e.g. Yardi, MRI) considered an asset.
- Strong attention to detail and accuracy.
- Ability to work both independently and collaboratively in a team environment.

Key Competencies

- Strong administrative and coordination skills
- Customer service mindset when working with tenants
- Ability to prioritize and meet deadlines
- Problem-solving and proactive follow-up
- High level of professionalism and confidentiality

Please email your CV to [email protected]

📌 Property Administrator – Commercial Office Portfolio (Vaughan)
🏢 Chad Management Group
📍 Vaughan