Property Administrator

Company: Our client is a Real Estate Management company that specializes in Government buildings. Their head office is in Downtown Montreal. They are looking for a property administrator with experience in commercial real estate. Specific Duties and Responsibilities: - Administer Parking Requirements and follow up with the service provider when required and keep updated the parking spreadsheet which includes activations and cancellations

- Monthly Reporting Package: Ensure formatting is correct and all KPI is submitted and entered in the correct reporting format.

- Budget Process: Responsible to understand the budget process and work with the Property Manager on any relevant aspect of the process. - Incident Reporting – incidents (referred to as a 10A). Work directly with the Property Manager to ensure all 10A Reporting is produced on a timely basis when: o A loss of productivity because of a building related incident that negatively impacts, or disrupts the business of government or the occupants’ operations or occupancy, OR o Injury to individuals resulting in the need for medical treatment because of a building related incident or condition, OR o A building related incident that causes damage to property, critical equipment, asset integrity of the occupant(s) or may attract media attention - Assist security: Manage Card Access System. Prepare and track all security access levels for underground garage, occupant areas and base building common areas - Monitor Angus Anywhere work order system: Ensure that any pertinent work order is provided to the Maintenance Team Lead (MTL) and/or the Property Manager and ensure that concerns and work orders are directed to the NSCC - Timesheets: Responsible to ensure all technicians submit timesheets and follow-up for all others HR forms requests (Vacation Request, OT, Absence Reporting, etc.) are provided to MLPM Ottawa - Generate Purchase Orders, in Yardi on a daily basis - Follow-up with contractors for incomplete work, invoicing, etc. Responsible to ensure requisitioned work is complete and invoice is provided to MLPM by vendor. - Communicate/work directly with the PM and MTL to confirm work is complete. - Track and monitor the Open PO List; work directly with the PM for the reduction of all Open POs. - Ensure knowledge of all operations G/L codes and to follow coding guidelines as instructed by the PM. - Ensure all invoicing amounts are accurate prior to invoice submission to Accounting. - Work with and provide support to the Ottawa accounting office for any invoicing, etc. Responsible to send all invoices received at the local MLPM office to Ottawa accounting as a weekly batch. - Ensure that security clearance documents are completed and provided to the MLPM Company Security Officer. - Manage Contractor Check and ensure that all vendors are cleared as per the Contractor Check accredited list. - Update the Vendor List - Responsible to maintain the contract list and ensure renewals are administered within the applicable expiry timelines. Receive all utility invoices, stamp, code and send to MLPM Accounting in Ottawa. Experience needed

• Proficient in FR/EN.
• Experience with rent roll, invoicing, billing
• Great customer service skills
• 2+ years in administration, at least 1 in commercial property administration

• Hours: 35/h (8 am to 4pm) (slight flexibility)
• Onsite position
• Summer Fridays: end earlier. The manager decides the time, but usually early afternoon

• 60,000$
• Discretionary bonus based on individual/company/portfolio performance

• Insurance plan that is paid -100% by the company
• RRSP plan with contribution and matching by the employer
• $500 wellness/health spending account
• Can pay for education, formations etc. if its aligned with the role
• Free parking
• Vacation: 3 weeks + 5 sick days