Property Administrator

Job Description

The Property Administrator provides administrative and coordination support to a Property Management team overseeing a commercial real estate portfolio. This position is responsible for maintaining property documentation, coordinating vendor communications, assisting with tenant correspondence, supporting invoice and expense processing, and handling general office administration.

The ideal candidate is organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced, team-oriented environment. This is an excellent opportunity for someone looking to build a career in commercial real estate and property management.

Essential Duties and Responsibilities

• Provide general administrative support to Property Managers and the broader Property Management team.
• Organize, maintain, and update property files, contracts, insurance certificates, tenant records, vendor documentation, and correspondence.
• Prepare, track, and follow up on vendor purchase orders, contracts, renewals, cancellation notices, signature requests, and reports.
• Coordinate vendor documentation and follow up on insurance renewals, service inquiries, and administrative requests.
• Prepare and distribute tenant notices, parking communications, and other property-related correspondence.
• Maintain building inspection records, reports, utility files, and other property documentation.
• Assist with tracking property maintenance items and deficiencies, confirming completion, and coordinating administrative follow-up.
• Manage routine parking and building access requests, including assigning parking credentials and access codes.
• Maintain property contact lists, emergency contact information, coding details, and other reference materials.
• Assist with invoice corrections, expense coding, and invoice entry into internal accounting systems.
• Prepare weekly check registers and assist with expense report processing.
• Provide backup reception support, including greeting visitors, directing calls, and coordinating deliveries.
• Coordinate travel arrangements, including flights, hotels, and conference reservations, as needed.
• Perform general filing, scanning, document retrieval, and digital recordkeeping.
• Assist with special projects and other administrative responsibilities as assigned.

Qualifications & Skills

• Strong administrative, organizational, and follow-up skills.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with property management or accounting software (Yardi preferred) is an asset but not required.
• Strong written and verbal communication skills with a professional, service-oriented approach.
• Comfortable communicating with tenants, vendors, and internal stakeholders.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy.
• Strong attention to detail, reliability, and a proactive approach to problem-solving.
• Comfortable working independently while contributing to a collaborative team environment.
• Fluency in French and English is required, including the ability to communicate professionally with both French- and English-speaking stakeholders.

Education & Experience

• High school diploma or equivalent required.
• College coursework or a diploma in Business Administration, Office Management, Accounting, Real Estate, or a related field is an asset.
• One to two years of experience in administrative support, office coordination, property administration, accounting support, or a related field preferred.
• Candidates with strong administrative skills and limited direct property management experience will be considered.