ACCOUNTING ADMINISTRATOR

POSITION TYPE: FULL-TIME, IN OFFICE

LOCATION: CALGARY, ALBERTA

ABOUT PETWIN PROPERTIES

Since its first real estate acquisition in 1967, Petwin Properties has been a trusted provider of commercial and residential leasing opportunities across Canada and the United States. Our presence spans vibrant Canadian cities such as Calgary, Edmonton, and High River, as well as bustling metro areas in the US, including Phoenix, Scottsdale, Tempe, Las Vegas, and Honolulu.

We pride ourselves on delivering an unparalleled tenant rental experience, achieved through our unwavering focus on three key aspects: Quality Leasing Opportunities, In office Property Management, and a strategic Asset Management Strategy. By prioritizing location, accessibility, and functionality, we strive to exceed customer expectations and provide spaces that foster thriving lifestyles and businesses.

At Petwin Properties, our dedicated team of professionals is passionate about delivering exceptional property management services. From our leadership and administrative staff to our on-site management and maintenance teams, we are driven by a commitment to customer satisfaction. We go above and beyond to ensure our clients' needs are met, offering 24/7 emergency availability, responsive communication, and proactive maintenance practices.

With safety as our top priority, we aim to create secure and comfortable living and working environments for our tenants. Get to know the Petwin team and experience the advantages of working with us.

THE ROLE:

The Accounting Administrator provides centralized accounting and administrative support across the property management portfolio, with a primary focus on accounts payable and receivable, invoice processing, vendor administration, reconciliations, chargebacks, and tenant account support.





This role has clear ownership of key accounting processes and works closely with Property Management and Accounting teams to ensure transactions, documentation, payments, and records are processed accurately, efficiently, and on time.

The position is an important resource in streamlining accounting workflows, improving consistency, and administration.

RESPONSIBILITIES:

- Accounts Payable & Invoice Processing: Review, code, allocate, and monitor invoices through the approval and payment process; follow up on missing information, rejected invoices, discrepancies, and payment status.
- Account Reconciliations: Reconcile recurring vendor accounts and statements, process invoices and supporting documentation in Yardi, and investigate and resolve discrepancies.
- Vendor Administration: Coordinate vendor setup and maintenance through Vendor Café, support vendors with system requirements, and ensure accurate vendor information is maintained. Manage collection and tracking of required vendor documentation, including Certificates of Insurance (COI), WCB, and other payment-related requirements.
- Chargebacks: Prepare and issue chargebacks, ensure accurate property and tenant allocations, maintain supporting documentation, and coordinate with Property Management and Accounting on related inquiries.
- Invoice & Workflow Management: Monitor Billbox and accounting workflows, resolve billing and invoice issues,



track resubmissions, and ensure outstanding items are followed through to completion.
- Payment Administration: Research invoice and payment status, respond to vendor and internal inquiries, and assist with resolving outstanding or delayed payments.
- Accounts Receivable Support: Apply tenant payments and credits, assist with monthly reconciliations, apply late fees, review tenant ledgers, and prepare balance summaries as required.
- Systems & Records: Maintain accurate records in Yardi and related systems, ensure supporting documentation is complete and accessible, and follow established accounting processes and controls.
- Process Improvement: Identify opportunities to improve accounting workflows, reduce errors, increase efficiency, and create greater consistency across the portfolio.

QUALIFICATIONS SKILLS & ATTRIBUTES:

- 2+ years of accounting or administrative experience, preferably in property management, commercial real estate, or a related industry.
- Experience with accounts payable, invoice processing, reconciliations, and vendor administration.
- Experience with accounting or property management software; Yardi experience is an asset.
- Strong understanding of invoice coding, cost allocation, and account reconciliation.
- Excellent attention to detail, organization, and time management.
- Strong communication and follow-up skills with the ability to work effectively with vendors and internal stakeholders.
- Ability to manage multiple priorities and deadlines in a high-volume environment.
- Strong problem-solving skills and a proactive approach to resolving issues
- Ability to work independently while collaborating effectively with Property Management and Accounting teams

Work Location: In person

📌 Accounting Administrator (Calgary)
🏢 Petwin Properties
📍 Calgary