Realterm is a real estate operator whose employees have a track record of capitalizing on durable insights into the supply and demand of real assets through the global supply chain. Realterm seeks to build and invest in value-added business platforms that have a proprietary position in their markets, source investments with favorable supply/demand dynamics and bring intense focus to operating results.
Realterm offers several career fields such as Accounting, Asset Management, Capital Markets and Investor Relations, Construction, Finance, Investments, Leasing, and Property Management that make working here unique, challenging, stimulating, and rewarding. With offices in Amsterdam, Annapolis, Baltimore, Chicago, Frankfurt, Houston, Los Angeles, Montréal, New York, Singapore and Sydney, you are empowered to take your career where you want it to go.
A career at Realterm allows you thrive in a fast-paced workplace environment with tremendous scale. Enjoy working in a collaborative environment with supportive teammates where you will be challenged to grow and be at your best every day. We offer our employees a robust and competitive benefits package. If you are looking for a rewarding career in private equity commercial real estate, apply today.
Summary
The Property Administrator provides administrative and coordination support to Realterm’s Property Management team for the Canadian portfolio. This role supports property documentation, vendor follow-up, tenant communications, invoice and expense processing, travel coordination, and general administrative tasks. The position also provides backup reception support when required.
Essential Duties and Responsibilities
- Provide general administrative support to Property Managers and the broader Property Management team
- Assist with organizing, maintaining and updating property files, contracts, certificates of insurance, tenant records, tenant correspondence and vendor documentation
- Prepare, track and follow up on vendor purchase orders, contracts, renewal documents, cancellation notices, signature requests and reports
- Coordinate vendor documentation and follow-up, including insurance certificate renewal requests, service-related inquiries and administrative updates
- Prepare and distribute tenant notices, parking letters and other tenant/property-related correspondence
- Maintain building inspection records, reports, utility folders, and other property-related documentation
- Assist with tracking deficiencies, confirming completion of work and completing related administrative follow-up
- Assign parking stickers and access codes, process related monthly charges and respond to routine tenant parking/access requests
- Maintain codification information, property contact lists, emergency contact lists and other reference materials
- Support invoice corrections, invoice coding and invoice entry into Payscan
- Prepare weekly check registers
- Process executive expenses and expense reports, as needed
- Provide backup reception coverage, including greeting visitors, directing calls, and coordinating and receiving deliveries.
- Coordinate travel arrangements for team members, including flights, hotels and conference reservations, as requested
- Provide filing, retrieval, scanning, digital filing and general administrative support
- Perform other administrative tasks and ad hoc projects in support of the Property Management team
Competencies
Accountability
Character, Trust, Integrity
Planning, Decision-Making & Initiative
Development & Learning
Collaboration, Communication & Teamwork
Qualifications
- Strong administrative, organizational and follow-up skills.
- Comfortable working with documents, spreadsheets, invoices, vendor records and routine office systems.
- Proficient with Microsoft Office. Experience with Yardi is an asset but not required.
- Clear verbal and written communication skills and a professional, service-oriented approach.
- Comfortable communicating with tenants, vendors and internal team members in a client-facing environment.
- Strong French communication skills are required. English communication skills are also required for this role, as the position involves regular communication with tenants, vendors and internal stakeholders located outside Quebec.
- Able to manage multiple administrative priorities, follow instructions carefully and ask questions when clarification is needed.
- Detail-oriented, reliable and comfortable supporting a team in a fast-paced office environment.
Education and/or Experience
- High school diploma or equivalent required; college coursework or a diploma in administration, office management, real estate, accounting or a related field is an asset.
- One to two years of administrative, office coordination, property administration, accounting support or related experience preferred.
- Candidates with strong administrative potential and limited direct property management experience will be considered.
Work Environment
The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office and property locations based on organizational/business needs.
Physical Demands
Must be able to remain in a stationary position for most of the workday, sit at a desk and consistently operate a computer. The person in this position must be able to access file cabinets and use standard office equipment. On occasion, they may need to lift boxes of up to 10 lbs.
Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed. Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more. More information regarding benefits and total compensation will be provided during the hiring process.
Realterm is an equal opportunity employer, as we value and respect diversity. We encourage diversity in ideas, opinions, experiences and identities. We do not discriminate in our employment practices based upon protected class, to include race, color, religion, sex, national origin, age, disability or genetic information.
