About Leyad

Leyad is a Montreal-based real estate investment and management firm with a diverse portfolio of residential, commercial, and industrial properties across Canada. For over a decade, we’ve focused on creating long-term value through strategic, sustainable investments and a commitment to excellence. Our success stems from our ability to identify opportunities where others see challenges and consistently deliver solid results for our clients and tenants.

Position Overview

The Property Administrator plays a key role in supporting the day-to-day operations of a commercial real estate portfolio. This position is responsible for assisting with lease administration, tenant relations, billing and invoicing, accounts receivable, financial reporting, and property maintenance coordination to ensure the highest standard of service and operational efficiency.

Key Responsibilities

Lease Administration & Tenant Relations

- Prepare, track, and manage tenant correspondence, including notices, memos, default letters, and rent reminders.
- Assist with lease administration, including tracking lease expirations, renewals, critical dates, and maintaining lease abstracts.
- Maintain accurate tenant files (electronic and paper), including leases, amendments, insurance certificates, service contracts, and compliance documents.
- Respond to tenant inquiries and coordinate with Property Managers to ensure timely resolution of issues.
- Coordinate tenant move-in/move-out documentation, access cards, keys, onboarding packages, and communication notices.
- Monitor tenant lease compliance, track critical obligations, and flag non-compliance issues to the Property Manager.
- Maintain compliance tracking logs and assist with preparing notices of default and other formal correspondence as required.

Billing, Invoicing & Accounts Receivable

- Prepare and issue monthly rent invoices, operating cost recoveries (CAM), and other property-related charges in accordance with lease agreements.




- Review lease terms and update billing records to reflect amendments, renewals, rent escalations, and other adjustments.
- Monitor tenant accounts, follow up on overdue balances, and communicate with tenants regarding outstanding payments and billing discrepancies.
- Process and apply tenant payments, including cheques, electronic transfers, and wire payments, to the appropriate accounts.
- Coordinate tenant chargebacks and operating cost recoveries, ensuring accurate billing and documentation.
- Escalate unresolved delinquent accounts to management and assist with collections or legal follow-up as required.

Financial Reporting & Reconciliation

- Review, code, and track vendor invoices for approval in accordance with property budgets.
- Assist with annual operating budgets by preparing preliminary spreadsheets and inputting expense forecasts.
- Prepare accounts receivable aging reports and tenant account summaries for management review.
- Reconcile accounts receivable records with bank deposits and general ledger accounts.
- Support monthly, year-end, and other financial reporting processes by gathering operational updates, tracking tenant arrears, and updating occupancy and vacancy data.
- Assist with month-end and year-end closing activities related to accounts receivable.

Compliance & Documentation

- Track tenant insurance certificates and issue renewal reminders as required.
- Maintain organized records of invoices, payments, tenant correspondence, and other financial and property-related documentation.
- Ensure billing and administrative processes comply with lease agreements and company policies.




- Assist with audits and internal financial reviews by preparing and providing supporting documentation.
- Maintain accurate records of tenant communications, outstanding balances, and payment commitments.

Qualifications

- 2–4 years of experience in commercial property administration, accounting, or accounts receivable (retail or industrial experience preferred).
- Strong working knowledge of commercial leases, lease administration, billing, accounts receivable, and property management operations.
- Proficient in Microsoft Office Suite (Excel, Word, Outlook); familiarity with property management systems (e.g., Yardi, MRI) preferred.
- Strong organizational skills, attention to detail, and ability to manage multiple concurrent tasks.
- Ability to work independently while collaborating closely with Property Managers, Onsite Managers, and internal teams.
- Professional demeanor when interacting with tenants, vendors, and other external stakeholders.

Key Competencies

- Highly organized with strong attention to detail and the ability to manage multiple priorities.
- Strong analytical, problem-solving, and follow-up skills.
- Proactive approach to resolving billing discrepancies and outstanding accounts.
- Effective communication and interpersonal skills.
- Ability to work independently and collaboratively within a team environment.
- Maintains confidentiality and exercises sound judgment.

Why Join Leyad

At Leyad, you’ll be part of a collaborative and forward-thinking team that values integrity, innovation, and performance. This position offers an excellent opportunity to build a strong foundation in finance and real estate while contributing to projects that drive long-term value across Canada’s property market.

Pay: $45,000.00-$65,000.00 per year

Benefits:

- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Work Location: In person

📌 Property Administrator (North Bay)
🏢 Leyad
📍 North Bay