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 Western Canadian Place, Calgary and reporting to the Senior Property Administrator, the Property Administrator 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 documentation and assist with onboarding and setting up new vendors
Create and close vendor Purchase Orders
Prepare and reconcile monthly Visa transaction statements in Workday
Prepare and distribute letters 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 and processing capital project invoices
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.
Ensuring 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.
Responsible for recording monthly parking expenses and revenue for Westmount Corporate Campus
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 carbon reports to Tenants
Provide monthly rent rolls, vacancy and occupancy reports to Brightly
Input space manager and vacancy information in Real Data
Prepare and provide janitorial vacancy reports to janitorial provider
Maintain and update storage trackers
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 Yardi
Liaise with tenants and facilitate timely communication
Responsible for overseeing parking set up and managing payment collection from parkers (WCP).
Other duties as assigned from time to time.
Experience and Qualifications
Post secondary education supplemented with equivalent experience in business, real estate, or accounting an asset
4+ years of experience in an administrative role, experience in property management or real estate
Proficient in Microsoft Office/ knowledge of Yardi
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.
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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.
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