Data Entry Administrator - Dollard Des Ormeaux

Randstad Canada; Dollard-des-Ormeaux; On-site; CAD 70,000 - 95,000; Full time

Job summary

Alcovi Capital is seeking an Administrative Management & Operations professional to oversee Espace Montmorency’s administrative and financial processes, including rent collections, invoicing, contracts, and tenant communications.

The role collaborates with the Operations Coordinator and the Assistant Property Manager to ensure accurate follow-up on work requests, payments, and regulatory compliance across a large mixed-use complex in Montreal. Bilingual FR/EN required.

Qualifications

• Degree in Property Management, Administration, Finance or related field.
• 5 to 7 years of experience in commercial property management.
• Good control of leases, contracts and financial management.
• Proficiency in Excel and property management software (e.g., Yardi).
• Excellent communication skills (French and English).

Responsibilities

• Collaborate with the Operations Coordinator to ensure administrative follow-up of purchase orders and tenant work requests.
• Support coordination between tenants, vendors, and internal stakeholders to ensure follow-up on ongoing requests and projects.
• Process invoices, purchase orders, and related documentation.
• Support the Assistant Property Manager in managing accruals and variances.
• Monitor service contracts, insurance certificates, and critical dates.
• Ensure compliance with contractual, administrative, and regulatory requirements.
• Oversee rent collection and tenant chargebacks/recoveries.
• Maintain up-to-date tenant records and information.
• Coordinate communications and administrative activities related to tenant move-ins, move-outs, relocations, fit-ups, and move management.
• Contribute to the preparation of financial and administrative reports.
• Participate in the development and monitoring of operating budgets.
• Assist with surveys, certifications, and initiatives related to the tenant experience.
• Identify and implement improvements to administrative processes.

Skills

5-7 years experience

Tenant communications

French & English communication

Education

Degree in Property Management, Administration, Finance or related field

Tools

Excel

Yardi

Job description

Reporting to the General Manager – Espace Montmorency and in collaboration with her Assistant Property Manager, the incumbent plays a key role in the management of Espace Montmorency and its complex real estate operations, while providing high-level administrative support.

Espace Montmorency includes approximately 400,000 sq. ft. of Class A office space, 100,000 sq. ft. of retail and retail space, a large-scale underground parking operation, 717 residential units and a hotel, all supported by highly integrated common areas and building systems. Its direct underground connection to the Montmorency metro station makes it a flagship real estate destination, recognized for its exceptional accessibility and its distinctive positioning on the market.

Responsibilities

Administrative Management and Operations

• Collaborate with the Operations Coordinator to ensure the administrative follow-up of purchase orders and tenant work requests.
• Support coordination between tenants, vendors, and internal stakeholders to ensure proper follow-up on ongoing requests and projects.
• Process invoices, purchase orders, and related documentation.
• Support the Assistant Property Manager in the management of accruals and variances.
• Monitor service contracts, insurance certificates, and critical dates.
• Ensure compliance with contractual, administrative, and regulatory requirements.

Accounts Receivable and Collections Management

• Oversee rent collection and tenant chargebacks/recoveries.
• Follow up with tenants regarding outstanding accounts.
• Maintain accurate records and document collection activities.
• Initiate appropriate collection procedures based on each situation.
• Escalate problematic accounts and collaborate with internal teams as required.
• Participate in the negotiation and administration of payment arrangements.
• Serve as the primary point of contact for tenants and ensure the administrative follow-up of their requests.
• Manage administrative communications with tenants, including notices, lease renewals, rent adjustments, and other correspondence.
• Maintain up-to-date tenant records and information.
• Ensure data and documentation comply with lease agreements and contractual requirements.
• Coordinate communications and administrative activities related to tenant move-ins, move-outs, relocations, fit-ups, and move management.
• Assist in coordinating site visits with tenants and various stakeholders.

Reporting and Continuous Improvement

• Contribute to the preparation of financial and administrative reports.
• Participate in the development and monitoring of operating budgets.
• Support environmental programs and promote participation among tenants.
• Assist with surveys, certifications, and initiatives related to the tenant experience.
• Identify and implement improvements to administrative processes.

What we are looking for

• Degree in Property Management, Administration, Finance or related field
• 5 to 7 years of experience in commercial property management
• Good control of leases, contracts and financial management
• Proficiency in Excel and property management software (e.g., Yardi)
• Excellent communication skills (French and English)

Who are we?

Alcovi Capital is recognized for its expertise in asset management and real estate transactions. We create sustainable value by combining performance, innovation and a long-term vision. Our approach is based on three pillars:

• Growth: Anticipate trends and maximize opportunities to grow real estate capital.
• Cost-effectiveness: Deploying solutions that maximize efficiency, reduce costs, and improve performance.
• Future: Designing inspiring and sustainable environments that transform buildings into true destinations.