We are looking for a Property Administrator to support a commercial property portfolio in Toronto, Ontario through a broad range of administrative and tenant-facing activities. This Long-term Contract opportunity is ideal for someone who can balance organization, responsiveness, and strong attention to detail while helping keep leasing, property operations, and financial coordination running smoothly. The successful candidate will work closely with property managers, tenants, contractors, and internal partners to maintain accurate records, coordinate communications, and support day-to-day portfolio needs.
Responsibilities:
- Maintain organized digital and hard-copy property records, including lease documents, renewals, insurance materials, correspondence, and supporting tenant information.
- Assist with lease administration by updating property management systems such as Yardi, uploading relevant documents, and tracking key lease details including parking, storage, and renewal terms.
- Respond to tenant, contractor, and internal team inquiries in a prompt and detail-oriented manner, helping to coordinate repairs, deficiency follow-up, and general property-related requests.
- Prepare letters, notices, memos, and other routine documentation for property managers related to rent matters, insurance updates, tenant possession, contracts, and chargebacks.
- Track important property data such as site plans, surveys, unit specifications, tax notices, assessment records, and related reporting in shared files and spreadsheets.
- Support maintenance and vendor coordination by obtaining service quotes, issuing purchase orders, confirming completion of work, and assisting with billing follow-up when needed.
- Schedule meetings, property inspections, and team activities, while also recording meeting notes and distributing updates to appropriate stakeholders.
- Help administer annual rent schedule communications and reconciliations by preparing cover letters, filing signed documents, mailing notices, and monitoring distribution status.
- Monitor tenant insurance certificates and sales reporting to ensure records remain current and complete across the assigned portfolio.
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