Commercial Property Administrator

Purpose

Preparation, maintenance and administration of commercial leases for prospective and new tenants. This includes completion of management reports, budgets, year-end reconciliations, and property insurance renewals.

Main Responsibilities & Activities

Tenant Lease Administration:

• Run, check for accuracy and approve monthly rent billings in system.
• Read and analyze relevant sections of lease for lease Abstract that includes the different responsibilities for charges.
• Set up Tenant in system and provide lease abstract to Senior PA and/or Manager for setup activation. Update all relevant information.
• Prepare CAM letter advising tenants of rental amount and other standard notices.
• Advise Property Accountants of any adjustment to the tenants' account.
• Update and maintain tenant insurance to ensure adequate coverage as per Lease
• Prepare, on request, Tenant Acknowledgements.
• Prepare Vacancy Possession Letter

Property Administration:

• Respond in a timely manner to tenant and landlord, inquiries relating to their account and charges.
• Prepare tenant correspondence including all CAM letters, all Reconciliations letters and other correspondence. 
• Perform regular AR reconciliations and maintain regular AR communications with Property Managers.
• Ensure timely and correct property insurance. Forward all necessary information to the relevant insurance broker. 
• Provide tenants with yearly reminders relating to tenant insurance.
• Prepare yearly Property Tax assessment information.

Reconciliations:

• Set up expense pool and framework of reconciliation in excel file.
• Coordinate with accounting and ensure compliance to leases for final year end reconciliations.
• Review to ensure lease terms are administered.
• Submit final billings/credits to tenants.

Budgets:

• Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
• Review to ensure lease terms are administered.
• Download budget once finalized and approved and prepare CAM statements for submission to tenants.
• Prepare all paperwork necessary to aid with due diligence that is undertaken for any potential sale of property.

General Administration - As a team member:

• Analyze, update and produce monthly Management Reports for each property in close cooperation with Property Managers, Leasing Manager, Manager, Commercial Property Administration and the Property Accountants.
• Ensures that the monthly Management Reports are forwarded to the individual clients in a timely manner.
• Coordinates team activities.
• Understands and is committed to team objectives.
• Actively contributes to the achievement of team objectives.
• Accepts shared responsibility and ownership of projects.
• Committed to getting the work done and meeting all deadlines.
• Involves others in decision making & works toward a consensus on decisions.
• Owns problems rather than blame others.
• Respects and tolerates individual differences.
• Acknowledges and works through conflicts openly.
• Other duties as required.

Qualifications

Education

• College Diploma/University Degree
• Requirements: ability to read and write English fluently, proficiency in accurately understanding legal commercial leasing language

Experience

• Required: A minimum of three (3) years of experience in leasing and property administration or a related field. 

Skills and abilities

• Actively supports our values of: Honesty, Integrity, Respect, Trust.
• Strong communication skills.
• Solid working knowledge of commercial leasing and property administration.
• Strong administrative and organizational skills.
• Strong time management skills.
• Represents professional image.
• Strong customer service orientation.
• Good negotiating skills.
• Works well under stressful conditions; independently and comfortably in a fast-paced environment.

Thank you for your interest in Sterling Karamar Property Management.

Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement.

Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer. We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.

Please note that our Corporate Offices are scent-free work enviorments.