Property Administrator

QuadReal; Calgary; On-site; CAD 50,000 - 70,000; Full time

Job summary

An established industry player in real estate investment seeks a dedicated administrative professional for its Calgary office. This role involves supporting day-to-day operations, managing accounts payable and receivable, and ensuring compliance with lease agreements. The ideal candidate will have strong analytical skills, exceptional attention to detail, and the ability to thrive in a fast-paced environment. Join a company committed to delivering sustainable value to communities while enhancing your career in a collaborative and supportive atmosphere.

Qualifications

• 4+ years in an administrative role, preferably in property management.
• Proficient in Microsoft Office and Yardi; strong analytical skills.

Responsibilities

• Process vendor invoices and manage accounts payable using Yardi.
• Review monthly recurring charges and pursue outstanding rents.

Skills

Analytical Skills

Attention to Detail

Communication Skills

Organizational Skills

Conflict Resolution

Time Management

Education

Post Secondary Education

Tools

Yardi Voyager

Microsoft Office

Workday

SharePoint

Agiloft

Job description

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $94 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Role Overview

Located in Westmount Corporate Campus, Calgary and reporting to the Supervisor,Property Administration is responsible to provide support for all aspects of day-to-day activities for the Western Canadian Place and Westmount Corporate Campus. This role requires strong analytical skills, exceptional attention to detail, and the ability to work effectively in a fast-paced environment.

Responsibilities

Accounts Payable

• Processing all vendor invoices in Yardi Voyager
• Investigate overdue balances diligently (vendor statements)
• Provide support to Procurement Team for sending follow up expired COI and WCB Clearances
• Collect compliance requirements for new vendors /setting up new vendor in Yardi
• Create and close vendor Purchase Orders
• Prepare and reconcile monthly Visa transaction statements in Workday
• Prepare and distribute letter to the vendors for the year end cut off date
• Review and prepare year end accruals list
• Capital Project Management - actively update all jobs in Construction Manager, assist with contract creation, monthly forecasting. Capital Invoice Processing

Accounts Receivable

• Review monthly Recurring Comparison reports for upcoming month charges, ensuring all charges are accurate and understanding any variances (ie: rental step up).
• Actively pursue any outstanding rents - prepare and send reminders, demands and default letters as required.
• Analyze and act on monthly aged receivables, prepare statement of accounts and respond to tenant inquiries. Ensuring accuracy of posted rental charges and payment receipts.
• Entering Pursuits notes are entered into Yardi by the 10th of each month.
• Provide tenant security deposit balance reports.
• Administer lease related payments (i.e. tenant allowances)
• Enter monthly tenant sales, update monthly sales reports tracker for portfolio. Generate percentage sales invoice as required.

Administrative Tasks

• Collection of Tenant insurance certificates ensuring compliance to policies and Lease requirements are adhered to.
• Assist with tenant’s events.
• Prepare and provide quarterly tenant electricity statements to Tenants
• Distribute annual carbon reports to Tenants
• Provide monthly rent rolls, vacancy and occupancy reports to Brightly
• Assist with preparation of annual budgets and reforecasts

• Prepare and distribute annual rental notices as well as year-end adjustment notices to ensure that terms of the lease agreement are met
• Prepare and distribute tenant correspondences, such as letters and bulletins (back up for APM)
• Maintain tenant and property files on SharePoint
• Quarterly review of service contract files in Agiloft
• Maintain and update tenant contact information, including phone numbers, contact names and emergency contact information in CRM and Yardi
• Liaise with tenants and facilitate timely communication
• Other duties as assigned from time to time.
• Responsible for overseeing parking set up and managing payment collection from parkers.

Experience and Qualifications

• Post secondary education supplemented with equivalent experience in business, real estate, or accounting.
• 4+ years of experience in an administrative role, experience in property management or real estate an asset
• Proficient in Microsoft Office/ knowledge of Yardi an asset
• Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and team members; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with QuadReal’s objectives
• Organizational/Multi-Task Skills – A highly organized individual who has an eye for detail and accuracy. Ability to allocate one's time effectively, work under pressure and manage tight deadlines.
• A self starter, able to allocate one’s time effectively and manage tight deadlines
• Able to work under pressure and achieve quality results
• Able to handle multiple demands and competing priorities, and adapt to new ideas and constant change
• An eagerness to share ideas and find opportunities to improve our property management services
• Results oriented, detail oriented and accurate
• A dedication to providing exceptional service, every day
• Ability to perform with exceptional integrity, always striving to do the right thing and help to create an environment built on trust, honesty, and respect.

#LI-Onsite

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QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

Want to learn about our end-to-end recruitment process? Click this link for a short video that will take you through each step, so you’ll know exactly what to expect.

Note to Recruiters: QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.