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 13^th invoices
• Liaise with tenants to coordinate scheduled work-efforts or preventative maintenance visits or site inspections which may impact site operations

KNOWLEDGE AND EXPERIENCE:

• 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