Property Administrator

colliers; Toronto; On-site; CAD 59,000 - 65,000; Full time

Job summary

Colliers, based in Scarborough, Ontario, is seeking a Property Administrator to support the Property Management team. The role focuses on tenant communication, document handling, supplier coordination, and budget support, with an emphasis on accuracy, timeliness, and professional client service.

Ideal candidates bring 1–2 years in commercial real estate or property management, strong MS Office skills, and knowledge of Yardi; accounting basics are a plus.

Qualifications

• A minimum of 1 to 2 years of related work experience.
• Previous experience in commercial real estate or property management is an asset.
• Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Knowledge of Yardi would be considered an asset.
• Basic knowledge of accounting is an asset.
• Ability to communicate clearly and concisely, both orally and in writing.
• Possess strong organizational and time management skills with a demonstrated ability to work both independently and within a team environment.
• Exhibit a high level of professionalism and excellent interpersonal skills.
• Strong relationship-building skills; proactive, results-oriented, and resourceful.
• Ability to meet deadlines without compromising accuracy, quality, or attention to detail.

Responsibilities

• Respond to general day-to-day inquiries from tenants, service providers and contractors.
• Track and distribute lease documents, update the tenant contact list, and prepare welcome packages for new tenants.
• Prepare tenant notices and general correspondence for the Property Manager.
• Assist with obtaining supplier and contractor quotations and tracking contract renewal dates.
• Issue, maintain and track purchase orders as required.
• Assist with the preparation of seasonal work contracts (landscaping, snow removal, etc.).
• Coordinate and distribute tenant welcome and move-out packages.
• Attend staff meetings and review invoices.
• Track and coordinate all tenant chargebacks with accounting.
• Work closely with the Property Manager to support budget preparation.
• Prepare monthly property management reports for clients as directed by the Property Manager.
• Maintain the portfolio utility meter database and tenant utility consumption as needed.
• Assist with monthly accounts receivable analysis including rent arrears notifications.
• Coordinate Facility Services staff work hours monthly and payroll chargebacks.
• Coordinate all tenant and building signage with the Property Manager.
• Assist with the arrangement and coordination of special projects.
• Other duties as required.

Skills

Communication skills

Time management

Teamwork

Professionalism

Relationship building

Tools

Word

Excel

PowerPoint

Outlook

Yardi

Job description

Accelerate your success at Colliers.

Why Colliers?

As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.

A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces with Most Trusted Executive Teams, among others.

This position is for a Property Administrator based in Scarborough

About the Role

Colliers has an exciting opportunity for someone passionate about commercial property management. The Property Administrator will support the Property Management team and assist with the overall management of the real estate portfolio. Strong client relationships are important to you. You enjoy playing a central role in customer care by bringing superior interpersonal skills, attention to detail, and a positive demeanour to everything you do. Your superior communication and organizational skills enable you to respond effectively to tenant inquiries. You exude professionalism, and your customer service skills are second to none.

• Respond to general day-to-day inquiries from tenants, service providers and contractors, and redirect specific issues to the appropriate staff member for action and resolution.
• Track and distribute lease documents, update the tenant contact list, and prepare welcome packages for new tenants.
• Prepare tenant notices and general correspondence for the Property Manager. Assist the operations department with drafting notices and other correspondence for the Property Manager’s approval.
• Assist the Property Manager with obtaining supplier and contractor quotations and tracking contract renewal dates.
• Issue, maintain and track purchase orders as required.
• Assist with the preparation of seasonal work contracts (landscaping, snow removal, etc.).
• Coordinate and distribute tenant welcome and move-out packages.
• Attend and actively participate in staff meetings.
• Review and code invoices.
• Track and coordinate all tenant chargebacks with accounting.
• Work closely with the Property Manager to support budget preparation.
• Prepare monthly property management reports for clients as directed by the Property Manager.
• Maintain the portfolio utility meter database and tenant utility consumption as needed.
• In conjunction with the Property Accountants, assist with monthly accounts receivable analysis, including monitoring rental arrears, preparing notifications, demand, and default notices, and following up with tenants to ensure timely payment of monthly rent, as directed by the Property Manager.
• Track Facility Services staff work hours monthly and verify the accuracy of payroll chargebacks from the head office. Make any necessary corrections and provide back-up for any discrepancies.
• Coordinate all tenant and building signage with the assistance of the Property Manager.
• Assist with the arrangement and coordination of special projects.
• Other duties as required.

What You’ll Bring

• A minimum of 1 to 2 years of related work experience.
• Previous experience in commercial real estate or property management is an asset. Experience with retail assets is desirable.
• Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Knowledge of Yardi would be considered an asset.
• Basic knowledge of accounting is an asset.
• Ability to communicate clearly and concisely, both orally and in writing.
• Possess strong organizational and time management skills with a demonstrated ability to work both independently and within a team environment.
• Exhibit a high level of professionalism and excellent interpersonal skills.
• Strong relationship-building skills; proactive, results-oriented, and resourceful.
• Ability to meet deadlines without compromising accuracy, quality, or attention to detail.

Area/Location Specific: Scarborough, ON

Approximate Salary Range for Role: $59,042 to $65,000

Our salary ranges are determined by role, level, and location. The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all Canada locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.

What we offer:

Innovative projects: Work on cutting-edge initiatives that shape our communities, drive our growth, and make a tangible impact.

Career growth: Advance your career and achieve your goals with industry-leading training and development programs.

Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well-being.

Collaborative culture: Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work.

Diversity, Equity & Inclusion: Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en-ca/careers/diversity-and-inclusion

Global network: Join a global team of 28,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world.

Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at [e-mail].