Position Summary The Property Administrator is responsible for providing comprehensive administrative, financial, operational, and tenant-related support to the General Manager in the management of the company's industrial and commercial real estate portfolio.

The Property Administrator plays a key role in ensuring the effective day-to-day administration of the properties, maintaining accurate financial and property records, coordinating tenant communications, supporting lease administration, and assisting with maintenance, capital projects, and operational activities. This position requires a proactive, detail-oriented individual who can manage competing priorities, exercise sound judgment, and work collaboratively with tenants, contractors, vendors, and internal staff.

The BOMA Real Property Administrator (RPA®) designation is considered a significant asset. Candidates who hold the designation, or who are actively pursuing it, will be valued for their knowledge of commercial property operations, budgeting and accounting, risk management, building systems, maintenance practices, and asset management.

Key Responsibilities

A. Lease Administration and Tenant Relations

- Maintain and administer lease documentation, including lease agreements, amendments, renewals, options, and other tenant-related correspondence.
- Track critical lease dates, including expiries, renewal options, rent escalation dates, insurance requirements, and notice periods.
- Assist with the preparation of tenant correspondence, notices, rent schedules, lease summaries, and other documentation.
- Maintain accurate tenant contact information, emergency contacts, authorized representatives, and access records.
- Respond to routine tenant inquiries and coordinate the resolution of tenant concerns, escalating complex or sensitive matters to the General Manager.
- Coordinate tenant onboarding and move-in and move-out procedures, including access cards, keys, utility arrangements, and required documentation.
- Assist with tenant construction and renovation approvals by collecting contractor documentation, insurance certificates, permits, and other required compliance materials.
- Maintain positive and professional relationships with tenants, ensuring timely communication and effective follow-up.
- Maintain records of property incidents, tenant complaints, insurance claims, and corrective actions.

Financial Administration

- Assist the General Manager with the preparation, monitoring, and administration of annual property operating budgets including identifying variances and working to correct.
- Support the preparation and review of MIT, additional rent, and operating cost reconciliations in accordance with lease provisions.
- Monitor rent collections, outstanding receivables, tenant account balances, and other property-related financial matters.
- Assist with the preparation and review of monthly rent rolls, operating statements, expense reports, and financial summaries.
- Review vendor invoices for accuracy, appropriate coding, supporting documentation, and consistency with approved contracts and budgets.
- Maintain accurate records of utility expenses, property taxes, insurance costs, service contracts, and other recoverable and non-recoverable expenses.
- Support the General Manager in identifying opportunities for cost savings, expense control, and improved operating efficiency.
- Process and coordinate accounts payable and accounts receivable activities, banking transactions, petty cash, and expense submissions in accordance with company procedures.
- Review company credit card transactions, verify supporting receipts, maintain accurate accounting records,



and assist with year-end reconciliations.
- Prepare and issue purchase orders within delegated authority and maintain accurate records of expenses, inventory, and company vehicle service requirements.

Maintenance and Vendor Coordination · Coordinate with the Maintenance team to ensure work orders and service requests are properly documented, assigned, tracked, and completed in a timely manner.

· Assist with preventative maintenance schedules for building systems, equipment, and property infrastructure, and coordinate vendor appointments, service calls, site access, and follow-up inspections.

· Maintain accurate records of service contracts, vendor information, maintenance reports, warranties, equipment inventories, property operating manuals, emergency procedures, and other operational documentation.

· Assist with obtaining quotations and proposals for repairs, maintenance, and property improvements, and support capital improvement projects through scheduling, documentation, communication, and progress tracking.

· Monitor contractor compliance with insurance requirements, health and safety documentation, and site procedures.

· Assist with property inspections, maintain inspection schedules and reports, and follow up on identified deficiencies to ensure timely resolution.

· Assist in monitoring property conditions and compliance with applicable building, fire, health and safety, environmental, and other regulatory requirements.

Administrative and Management Support

- Provide direct administrative support to the Property Management team, including scheduling, correspondence, meeting coordination, reporting, and document preparation.
- Prepare property management reports, meeting agendas, minutes, presentations, and other materials as required.
- Maintain accurate electronic filing systems and ensure property documentation is current, accessible, and appropriately organized.
- Assist in developing and maintaining standard operating procedures, forms, checklists, and administrative workflows.
- Support the implementation and effective use of property management software, including lease administration, accounting, maintenance, and reporting systems.
- Assist with special projects, portfolio reviews, operational initiatives, and other assignments as directed by the General Manager.
- Manage incoming telephone calls, messages, mail, and general inquiries, ensuring that communications are directed to the appropriate personnel and followed up on in a timely manner.
- Administer property access-control systems, including keys, access cards, security cameras, and related records, in accordance with company procedures.
- Coordinate the administration of office telephone, internet, and other building-related services.

Qualifications and Experience

Education and Professional Designations

- Post-secondary education in business related field is preferred.
- BOMA Real Property Administrator (RPA®) designation is a significant asset.
- Candidates actively pursuing the RPA® designation will also be considered an asset.
- Additional education or certifications in property management, facilities management, accounting, or building operations would be beneficial.

Experience

- Three to five years of experience in commercial or industrial property administration,



property management, facilities administration, or a related role is required.
- Experience working with industrial, commercial, or multi-tenant properties is considered an asset.
- Experience with lease administration, budgeting, operating cost reconciliations, vendor coordination, and tenant relations is preferred.
- Familiarity with commercial lease structures, including net leases and additional rent recoveries, is an asset.
- Experience using property management software, accounting systems, and Microsoft Office applications is required or strongly preferred.

Required Skills and Competencies The successful candidate will demonstrate the following competencies: · Financial and Analytical Acumen: Understanding of budgeting, accounting, expense recoveries, cost controls, financial statements, and variance analysis, with strong attention to detail and financial accuracy.

· Building Operations and Maintenance: Knowledge of building systems, preventative maintenance, energy efficiency, health and safety, regulatory compliance, risk management, and emergency procedures.

· Leasing, Asset Management, and Real Estate Finance: Understanding of lease administration, property operations, real estate investment fundamentals, asset performance, and strategies to enhance property value.

· Organizational and Time-Management Skills: Ability to manage multiple properties, competing priorities, deadlines, and administrative responsibilities efficiently.

· Communication and Tenant Relations: Solid written and verbal communication skills, with a commitment to professional, responsive service to tenants, contractors, vendors, and internal stakeholders.

· Problem-Solving and Professional Judgment: Ability to identify issues, coordinate solutions, exercise discretion, maintain confidentiality, and escalate matters appropriately.

· Technical Proficiency: Strong working knowledge of Microsoft Office, particularly Excel, Word, and Outlook, as well as property management and accounting systems.

· Initiative and Accountability: Ability to work independently, anticipate needs, maintain accurate records, and follow tasks through to completion while supporting the General Manager in protecting and enhancing the company's real estate portfolio.

Reporting Relationship and Scope of Authority The Property Administrator reports directly to the General Manager and works closely with maintenance personnel, tenants, contractors, vendors, and other service providers.

The Property Administrator is responsible for the coordination and administration of assigned property management activities and is expected to exercise sound judgment within established company policies and delegated authority.

The position does not have independent authority to enter into leases, approve unbudgeted expenditures, execute contracts, or make significant financial or operational commitments without authorization from the General Manager.

Working Conditions

- Primarily office-based, with periodic visits to managed industrial and commercial properties.
- Regular interaction with tenants, contractors, vendors, and internal staff.
- Occasional flexibility in working hours may be required to support property operations or respond to urgent administrative matters.

This position description outlines the general nature and level of work expected and is not intended to be an exhaustive list of all duties and responsibilities. Duties may be adjusted as required by the company. Pay: $60,000.00-$70,000.00 per year

Benefits

- Dental care
- Employee assistance program
- Extended health care
- Life insurance

Work Location: In person

📌 Property Administrator (Barrie)
🏢 PBM Realty Holdings
📍 Barrie