Property Administrator

RioCan; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading Canadian real estate firm is looking for an Administrative Support professional in Ottawa. This role involves assisting the Sr. Property Manager in operational tasks, maintaining tenant files, and resolving tenant issues. Ideal candidates will have a diploma in Office Administration or Accounting and relevant experience. The company offers a hybrid work model and a comprehensive benefits package.

Benefits

Hybrid work model

Comprehensive health and benefits

Professional growth opportunities

Paid time off

Employee discounts

Qualifications

• 3 years of previous relevant experience in an administrative role.
• Ability to meet deadlines.

Responsibilities

• Assist the Sr. Property Manager with operational tasks.
• Maintain and update tenant files.
• Coordinate tenant welcome packages.
• Assist in resolving tenant issues.
• Maintain accounting and invoicing procedures.

Skills

Office Administration

Accounting

Organizational skills

Independence

Teamwork

Proficient in Word

Proficient in Excel

Proficient in Outlook

Experience with Yardi

Education

College Diploma or Certificate in Office Administration or Accounting

Job description

Who We Are

RioCan is one of Canada's largest Real Estate Investment Trusts (REIT). We own, manage and develop retail-focused, increasingly mixed-use properties in Canada's major markets. We pioneered the REIT concept over 30 years ago and have transformed Canadian real estate.

We are proud to be recognized as one of Canada's Greenest Employers and a Greater Toronto's Top Employer. At RioCan, you can build a career with real impact and longevity. You get the stability and resources of an established company and the entrepreneurial and collaborative spirit of a start-up. Life at RioCan is dynamic and fast-paced. We know that great ideas can come from anywhere, and we empower our people to suggest and implement them. We value different voices and perspectives and appreciate that the unique backgrounds and identities we each bring to our jobs make the whole business stronger.

POSITION OVERVIEW

This role is located at our Donald Plaza location in Ottawa. Reporting to the Sr. Property Manager, this position provides administrative support and helps to ensure smooth day-to-day operation of the properties.

RESPONSIBILITIES

• Assist the Sr. Property Manager in collecting and entering monthly rents and tenant sales and maintaining current A/R notes and records;
• Maintain and update tenant contacts, files and other files/trackers as necessary;
• Formulate and distribute tenant letters, memorandums, rental advice notices, default/demand notices, year end reconciliations and all other correspondence as necessary;
• Coordinate tenant welcome packages and tenant portal (RioCan Connect) set up;
• Attend operations and tenant meetings and record meeting minutes as required;
• Assist in resolving tenant issues and provide additional assistance in resolving day-to-day issues as required;
• Maintain accounting and invoicing procedures in conjunction with Head Office, including processing supplier invoices, creating/entering purchase orders, preparing monthly tenant statements of account, tenant chargeback invoices and reconciliations, cheque requisitions, stop billings, rent rolls, and other related reporting;
• Assist with preparation and tracking of annual budget workbook including utility register and contract list. Maintain workbooks as changes occur throughout each budget year;
• Maintain certificates of insurance for tenants;
• Maintain certificates of insurance and WCB letters for contractors;
• Arrange for tenant signage as required and attend related marketing meetings;
• Assist the Property Manager with the preparation of pylon signage, storage, parking and other B&L agreements;
• Assist with the coordination of tenant and shopping centre events;
• Provide general and administrative support including sending/receiving couriers, ordering supplies (kitchen/office), catering orders, office and equipment maintenance coordination;
• Other duties / projects as required.

QUALIFICATIONS

• College Diploma or Certificate in Office Administration or Accounting;
• 3 years of previous relevant experience in an administrative role;
• Proficient in Word, Excel and Outlook;
• Previous experience with Yardi;
• Proven organizational skills and ability to meet deadlines;
• Ability to work both independently and as part of a team.

Why join RioCan?

We believe in rewarding you for what you do and investing in your career and long-term success. Our total rewards and perquisites program is designed to fit and enrich your life physically, emotionally, financially, and socially. We offer eligible employees:

Work / Life Balance that prioritizes YOU. Enjoy a hybrid work model with flexible work hours, an extra-long weekend with our RioCan Cares Day, and half days before every long weekend in the summer.

Professional Growth and Development that includes a continuing education reimbursement, a mentorship and leadership development program, on-demand online learning, and cross-training opportunities.

An Extensive Health and Benefits Program that includes health and dental benefits for you and your family starting on day one, a healthcare spending account, an employee family and assistance program, virtual healthcare, and other resources.

A Comprehensive Retirement Program to help prepare our employees for the future. This includes matching employee contributions in a retirement savings plan, pension plan, and an employee unit purchase plan.

Additional Perks and Benefits that include paid time off, parental leave top-up, various employee discounts, employee referral and recognition programs, and opportunities to participate in community initiatives, committees, and social events throughout the year.

We are committed to creating a diverse and inclusive work environment where all employees are valued, included, and empowered to do their best work and bring great ideas. People are at the core of who we are, and we respect that they have taken all paths to get here. RioCan welcomes applications from all candidates and is committed to providing accommodations for people with disabilities. If you require accommodation at any stage of the application process, please let us know, and we will be happy to work with you to meet your needs.

You can visit us at www.riocan.com and follow us on LinkedIn to learn more about who we are and what a career at RioCan can look like for you.