Reporting to the Director, Property Management & Development, the Property and Leasing Coordinator will oversee the day-to-day operations for the Real Estate Portfolio. Responsibilities include providing direct support to the Property Management Team by ensuring that key administrative aspects of the portfolio are maintained in a professional and current manner.
KEY RESPONSIBILITIES:
Property Administration
- Issue Purchase Orders (P.O.) or Tenant Work Orders (T.W.O.)
- Maintain tenant and emergency contacts for all buildings
- Obtain and review price quotes for the procurement of parts, services, and labour for projects
- Receive and code invoices ensuring accuracy and adherence to budget categories
- Validate and prepare each invoice for payment
- Provide Accounting with information for charges pursuant to a Tenant Work Order (T.W.O.)
- Track service contracts for all buildings (expiry dates, renewals)
Leasing Administration
- Respond to all incoming leasing calls: evaluation and qualification of serious prospects
- Coordinate onsite visits with prospective tenants
- Responsible for maintaining and monitoring list of Critical Dates for all assigned leases. Examples of critical dates include but are not limited to: Lease Expiry, Insurance Certificate Renewal, Renewal Options, Free Rent Periods, etc…
- Preparation of all required documentation and necessary back-up information regarding a tenants’ renewal
- Complete credit verifications for new tenants
- Prepare, review, and/or edit applicable documents (e.g., legal paperwork, mandates, commission agreements, formatting offers, request for proposal, etc.)
Accounts Receivable
- Administer tenant accounts receivable including the preparation and processing of daily deposits, and monitor/collect arrears
- Responsible to collect lease payments from tenants and assist with information, statements, etc. to have updated files for each tenant in the case of escalations
- Issue default and/or demand notices to tenants for non-payment of rent
- Prepare AR reports monthly
Management Reports & Administrative Tasks
- Assist in the production of the monthly and quarterly reporting
- Assist in establishing the annual operating budget
- Perform a wide variety of clerical and administrative duties including word processing, filing, photocopying, scanning, scheduling appointments, etc.
- Prepare and send “Tenant Welcome Letter” including all pertinent documentation for all new tenancies
- Work with Accounting to prepare correspondence package for year-end reconciliations and new rent schedules and 13th invoices
- Liaise with tenants to coordinate scheduled work-efforts or preventative maintenance visits or site inspections which may impact site operations
- College Diploma or Certificate in Business Administration
- Minimum 3 years’ relevant experience working with commercial leases and related documents
- Accounts Payable and/or Accounts Receivable experience is required
- Proficient in Excel, Word, Outlook and PowerPoint
- Working knowledge of property management and leasing systems is an asset
- Mastering both French and English, with strong bilingual written and verbal communication skills
- Thorough understanding of property management terminology, principles and procedures
The ideal candidate is comfortable with customer relations, has integrity, good judgement, a high level of attention to detail, sound organizational skills, and a demonstrated ability to manage multiple files concurrently to a high standard of excellence.
Candidates are encouraged to submit their applications, CVs and letter of intent to resume@hewitt-group.ca
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