Bilingual Property Administrator

First Capital REIT; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading property management company in Ottawa is seeking a Bilingual Property Administrator to support operations at Gloucester City Centre. The role involves managing accounts, tenant communication, and providing administrative support to enhance property operations. The ideal candidate will have experience in property management, be fully bilingual in French and English, and possess strong communication and problem-solving skills. The company offers a dynamic work environment with competitive benefits and opportunities for professional growth.

Benefits

Flexible Hours

Company-matched savings plans

Fully paid Extended Healthcare benefits

Annual Wellness Subsidy

Tuition & Development Program

Employee Referral Program

Rewards and Recognition Programs

Paid time off during December holiday season

Parental leave benefits

Qualifications

• 1-3 years of administration experience in property management.
• Solid understanding of basic accounting principles.

Responsibilities

• Provide administrative support to the property management team.
• Prepare and process purchase orders and accounts payable invoices.
• Liaise with property accountants and legal to ensure accuracy.

Skills

Bilingual

Customer Service

Communication

Problem Solving

Attention to Detail

Education

Post-secondary education in business or accounting

Tools

Microsoft Office

JDE

Building Engines

Job description

First Capital [TSX : ] owns, operates, and develops grocery anchored open air centres in neighbourhoods with the strongest demographics in Canada. Through the expertise and collaboration of our team, we create thriving properties which generate value for businesses, investors and our neighbourhoods. As one of the Greater Toronto Area’s top employers, we foster a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment.

THE ROLE :

We are looking for a Bilingual Property Administrator to join our dynamic property management team based at Gloucester City Centre in Ottawa. Reporting to the Property Manager, the Property Administrator will be responsible for providing various services to effectively operate and maintain a portfolio of retail properties. Those services will include accounts receivable reporting, accounts payable processing, budgeting, supplier invoicing, rent roll review, and tenant communication. In this role, you will very much be an integral part of the team and support the delivery of “best in class” property operations to enhance our assets and tenants’ relationships.

WHAT YOU WILL DO :

• Provide critical administrative support to the property management team.
• Conduct review of the monthly rent-roll and pre-authorized debit report.
• Perform accounts receivable reporting, including bank deposits, form filling, and inputting accounts receivable commentary.
• Prepare and process purchase orders and accounts payable invoices.
• Send, collect, and process various tenant chargebacks.
• Oversee the payment of utilities, track billing and assist with collection of data for tenant charge backs, and environmental, social, and governance (ESG) reporting.
• Prepare manual tenant statements of accounts and manage account reconciliations.
• Issue demand, default, or termination notices to tenants.
• Review and prepare tenant notification letters, stop billing notices, last month's rent application, and security deposit application.
• Prepare and issue tenant refunds.
• Assist with monthly and annual budgets.
• Monitor, track, and collect tenant insurance and tenant sales reports.
• Prepare check listsfor tenants' move-in and move-outs and ensure all documentationare completed.
• Liaise with the Operations team to dispatch maintenance and security at tenant’s request and to facilitate smooth day-to-day site activities.
• Liaise with property accountants, lease administrators, and legal to ensure the accuracy of tenants' information.
• Perform reception duties on a rotational basis, includinganswering and dispatching incoming calls, distribution of mail, and ordering of office supplies.
• Participate in special projects and take on other duties as assigned.

WHAT YOU BRING :

• One (1) to three (3) years of administration experience, ideally within residential, commercial, or retail property management.
• Solid understanding of basic accounting principles.
• Post-secondary education, preferably in business, accounting, or related field as an asset.

WHAT YOU NEED TO BE SUCCESSFUL :

• Must be fully bilingual in French and English.
• You care about providing exceptional customer service and you know how to create connections and lasting first impressions.
• Service oriented with the ability to problem solve and offer solutions.
• Excellent communication skills to effectively communicate with tenants, suppliers, internal teams, and other stakeholders.
• Strong attention to detail and time management skills to coordinate multiple, competing priorities and deadlines.
• You have solid computer skills coupled with sound knowledge of Microsoft Office (Excel, PowerPoint, Word, and Outlook). Experience working with JDE, and Building Engines would be an asset.

WHAT WE OFFER :

We invest in People. Along with our competitive compensation packages—we’re always thinking of new ways for our people to share in the company’s success. We are very proud to offer the following to our employees :

• Flexible Hours
• Company-matched savings plans
• Fully paid Extended Healthcare benefits from day one
• Annual Wellness Subsidy
• Tuition & Development Program
• Employee Referral Program
• Rewards and Recognition Programs
• Paid time off during December holiday season
• Parental leave benefits

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Property Administrator • Gloucester, ON

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