PROPERTY ADMINISTRATOR

Rank Group; Halifax; On-site; CAD 42,000 - 54,000; Full time

Benefits offered by this job

Health/dental benefits

Reduced summer hours (with full pay)

GRRSP matching program

Pizza Fridays

Free parking

Job summary

Rank Group, a Halifax-based full-service real estate firm, is seeking a Property Administrator to join the team. You will be the first point of contact for tenants, coordinate daily property management tasks, and ensure service standards align with policy and regulations.

Responsibilities include handling tenant requests, managing documentation, coordinating inspections, and supporting the Property Manager with budgets, contracts, and vendor relationships to maintain building operations in

Qualifications

• Experience in property administration or similar role.
• Strong tenant relations and customer service skills.
• Ability to multi-task and meet deadlines.

Responsibilities

• Provide a positive first impression as front line for tenants.
• Manage customer service requests via system.
• Prepare and track service contracts and approvals.
• Coordinate insurance info for contractors and keep records up to date.
• Assist with budgets and monthly reports with the Property Manager.
• Support tendering and awarding of service contracts.
• Maintain PM records and inventory in the system.
• Provide reception relief as needed.

Skills

Tenant relations

Customer service

Multi-tasking

Communication

Problem solving

Education

Post secondary degree or diploma in Business Administration

Job description

Based in Halifax, Nova Scotia, Rank Group is a full-service real estate firm, providing services such as property development, construction, property management, property maintenance, space design and planning. We thrive on building mutually open and honest relationships with our clients in all our projects, which is evidenced by our many long-standing relationships.

With over 4 decades of experience and success, Rank Group has developed, owns and manages more than 5 million square feet of space, with over 500 clients spread over commercial, industrial, retail and multi-residential properties across Atlantic Canada.

Rank group is currently looking to add a Property Administrator to the team. Acting as the first point of contact for tenants, the Property Administrator is responsible for coordinating the daily activities related to the management of a portfolio of properties to ensure superior customer service and accountability with company policies and government regulations.

Why Join Us?

• Competitive salary
• Health/dental benefits
• Reduced summer hours (with full pay)! Office closes at 2pm every Friday all summer
• GRRSP matching program
• Pizza Fridays every month
• Free parking
• Opportunity to be part of a growing company, doing exciting things in the city of Halifax!

Responsibilities

• Provide a positive first impression as the front line response to tenant requests;
• Manage customer service requests through electronic work order system;
• Manage the master key system and keep index current;
• Maintain and keep current Insurance certification for contractors along with contact information;
• Prepare purchase orders for all goods and services procured and arrange for appropriate approval for payment;
• Prepare communication to tenants;
• Prepare service contracts as directed by the Property Manager;
• Update and maintain equipment, repairs, history and inventory information in electronic work order system;
• In conjunction with the Operations Team, ensure tenant requests are completed as requested, in a timely manner;
• Working in collaboration with internal staff, tenants and external service providers to ensure building standards are adhered to and service performance is at an optimum;
• In conjunction with the Property Manager, assist in the preparation of annual budgets and monthly reports;
• Scheduling life safety and other annual inspections through coordination with in- house or third party contractors;
• Assist the Property Manager with tendering and awarding of service contracts;
• Work with Accounting team to ensure efficient processing of contractor invoices and PO’s;
• Working closely with Operations Team to maintain current PM records and inventory database within electronic work order system
• Provide reception relief as required;

Qualifications

Education and Experience:

• Previous experience in property administration is preferred; equivalent experience/skills may be considered.
• 2+ years experience working in a administrative capacity, preferable property administration
• Post secondary degree or diploma in a relevant field (e.g., Business Admin, Admin, etc.). Equivalent work experience may be considered.

Specific Skills and Knowledge

• Excellent tenant relation/customer service skills; proven ability to develop rapport and build relationships with others;
• Experience writing contracts or memos is an asset; strong attention to detail required.
• Able to effectively multi task and address important time sensitive matters – strong sense of urgency;
• Ability to problem solve;
• Exceptional organizational and prioritization skills;
• Working understanding of building systems is a strong asset;
• Strong written and oral communication skill;
• Team player; positive and reliable.

We thank all applicants for their interest, but only those selected for an interview will be contacted.