Property Management Administrator

About Us:

At Regional Group, we're not your typical real estate company – we're innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. Today, we boast a $5+ billion pipeline of commercial, mixed-use, and residential projects in various stages of development in Ontario and Quebec. Additionally, our management portfolio includes over 2.9 million square feet of commercial space and 2,000 residential units. Through our homebuilding division, eQ Homes, we consistently create visionary, award-winning communities that lead the way in home innovation and sustainable living initiatives.

About the Role

This position requires an individual who possesses superior organizational skills to perform multi-faceted reporting and administrative duties.

The key overall objective of the Administrator, Property Management is to provide administrative support to the Property Manager and Property Management Division.

Key Responsibilities:

• Provide general office administrative support to the Property Management Team (i.e., fax, scan, copy, file, mail, courier, etc.), and perform reception-related duties.
• Answer daily Tenant service calls, dispatch calls to Building Technicians and follow up with Tenant and Building Technicians to ensure calls are completed.
• Maintain Tenant and Building files and correspondence, both physical and server files, including security procedures (card access, holiday, and operating hours).
• Track tenant requests and provide billing for chargebacks.
• Take meeting minutes and assist with team members' calendar management.
• Develop and maintain process manuals and contract documents.
• Monitor, file, and manage building reports related to maintenance and life safety requirements.
• Maintain tenant insurance documents.
• Manage site parking spreadsheets, including pass and vehicle information, waiting lists, and coordination with parking lot management.
• Update On-Call Book/laptop regularly with tenant emergency contact information and security procedures, preparation of tenant notices.
• Prepare and or create “RFP's – Request for Proposals”, obtain pricing from contractors as requested monthly for Property Manager approval and prepare contracts.
• Prepare Monthly/Quarterly Owner's Reports, and Owner distributions.
• Collaborate with the Accounting Department to assist with rent collections, budgeting, recovery letters, and managing accounts receivable (AR), accounts payable (AP), and general ledger (GL) reviews and reclassifications.
• Perform other related Property Management duties as required.
  

About you

• Extensive knowledge of Publisher YARDI Voyager accounting systems a requirement.
• Knowledge of MRI Angus is an asset.
• Thorough working knowledge of Word, Excel, Power Point, Internet Explorer.
  
• Strong written and verbal communication skills.
• The ability to multitask, prioritize assignments, and maintain attention to detail in a fast-paced environment.
• Friendly, engaging and a positive personality.
• Bilingualism is an asset.

Why Join Us:

• We empower our people to strive for creativity, uniqueness, and distinction.
• We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement.
• We take pride in shaping real estate in Ottawa for over 60 years
• Enjoy competitive pay, incentives, and tuition reimbursement to support your personal and professional growth.
  
• Benefit from 15 paid vacation days plus additional PTO to ensure a healthy work-life balance.
• Thrive in a supportive environment with ample growth opportunities to nurture your career.
• Our driven values are Integrity, Commitment, Innovation, Attention, Balance, Gratitude, and Leadership.

Regional Group is an equal-opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs.