Property Administrator - Ottawa

About Epic Investment Services

At Epic Investment Services, we’re shaping meaningful careers in real estate by creating opportunities for growth, innovation, and development. Our EPIC values - Execute, Partner, Initiate, Challenge - guide how we collaborate, innovate, and support each other and our clients. Through our “Always On” promise, we think like owners, act with accountability, and care deeply about the communities we serve.

When you join Epic, you’re empowered to do the best work of your career in a culture that truly invests in you. We lead with a people-first mindset: one that celebrates wins, supports growth, and encourages every team member to bring their full potential to the table. Recognized as a Certified Great Place to Work® for two consecutive years, we’re cultivating an environment where excellence is supported and contributions are valued. We take a home-grown approach to career development, investing in our people through comprehensive perks, continuous learning, and opportunities that open doors to new responsibilities and leadership paths.

Epic is a fully integrated real estate management platform, where we deliver asset, investment, and property management services to institutional investors, wealth managers, and high-net-worth clients across North America. Headquartered in Toronto, Epic manages over $14 billion in assets across Canada and the U.S., encompassing more than 26 million square feet of office, retail, industrial, and multi-family residential properties. As we continue to grow, so do the opportunities for our people—come build what’s next with Epic.

About the Role

The Property Administrator is responsible for the day-to-day accounts receivable, accounts payable accounting system inputs, timely tenant rental collection,



tenant insurance documentation, tenant account reconciliations, bank deposits, general inquiries involving lease administration issues and related administrative functions. Involved with and assist in budget preparation and monthly and quarterly reporting processes.

Responsibilities : GENERAL PROPERTY ADMINISTRATION RESPONSIBILITIES :

- Input new accounting/lease administration data in a timely manner for new tenants & renewals, prepare lease abstracts and completion of any adjustments as required
- Review and print related monthly and quarterly reports (rent rolls, accounts receivable, rent-up, accounting reports) and provide Property Manager with any changes to the rent roll or other reports as requested
- Primary point of contact for any billing and/or collection issues
- Ensure the tenant insurance certificates are on hand as each tenant insurance renewal date arrives
- Prepare cheque requisitions for tenant allowances, lease commissions, etc.
- Track and maintain tenant insurance certificates
- Respond to general day-to-day inquiries and concerns from tenants
- Organize and maintain complete tenant and building related files
- Maintain filing systems for contracts, insurance certificate, tenant information, and other documentation
- Assist Property Manager with obtaining supplier, contractor quotations and assist with contract administration

ACCOUNTS PAYABLE/ RECEIVABLE RESPONSIBILITIES :





- Process invoices for necessary review and approval in a timely basis
- Review and allocate accurate codes to all invoices
- Prepare cheque requisitions for tenant allowance, etc.
- Review rent rolls for accuracy
- Process bank deposits and reconciliation; take deposits to bank as required
- Accounting system entries and procedures (tenant charge backs, adjustments, etc.)
- Contact tenants to ensure timely collection of receivables
- Enroll tenants in PAD and EFT programs
- Prepare monthly A/R report for internal and external reporting
- Reconcile accounts and advise tenants of any outstanding amounts in a timely basis
- Administer tenant charge backs
- Liaise with Property Manager on delinquent accounts
- Respond to tenant inquiries about pre-bill or year-end calculations

BUDGET AND MONTHLY/QUARTERLY REPORTING BOOKS :

- Assist in the preparation of annual budgets and reporting books (monthly and quarterly as required)
- Assist in preparation of annual operating cost pre-bill calculation and year-end reconciliations
- Prepare and update monthly and year-end accruals

Requirements :

- 3-5 years’ experience in office and/or property administration ideally in Property Management
- Experience in commercial real estate, lease review, information and billing set, inputting information into Yardi and other IT systems.
- Must have a positive “can do” and “willing to pitch-in” attitude
- Must be self-motivated, and can work both independently and as part of a team
- Outstanding written/verbal communication and interpersonal abilities.
- Digital and paper filing
- Organized with the ability to prioritize and multi-task.
- Reliable with patience and professionalism.
- Ability to work with diversity an

📌 Property Administrator (Ottawa)
🏢 Epic Investment Services
📍 Ottawa