Property Administrator

Manulife - Mississauga, ON (5 months ago)

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Job Description

As the Property Administrator you are responsible for providing assistance to the Property Manager/Director in conducting his/her mandated duties in support of the tenant relation and property management functions. You will oversee the administration of tenant charges, generating rental invoices and collecting rental payments. You will also oversee coding and processing of all invoices related to the portfolio as well as administering the purchase order system.

Responsibilities
Establish and maintain professional working relationship with tenants, vendors and various contractors to assist with the smooth operation of the Properties.
Prepare new rental letters and statements to be mailed to tenants at commencement of each year.
Generate and send out rental letters throughout the year as required for new and renewing tenants.
Maintain tenant accounts/review new leases, renewals, extensions to ensure that they are properly set up, charges processed, credits applied, and collection of outstanding arrears are handled on a timely basis.
Send out chargeback invoices to tenants for amounts payable in a timely fashion and follow up on collection.
Collect all monthly rents and any overdue amounts.
Issue purchase orders as requested by Operations staff, Assistant Property Manager and Property Manager.
Code all invoices related to the portfolio and forward for approval.
Follow up with vendors as required to obtain any missing invoices and clarify any invoice-related issues.
Set up capital jobs, process capital invoices for payment.
Prepare all relevant tenant letters and documentation for year-end tenant recoveries. Send out year-end tenant packages and collect all outstanding amounts.
Work with Accounting, Assistant Property Manager and Property Manager as needed to respond to related tenant inquiries with explanations and backup.
Provide reception coverage on a rotating basis (if needed).
Maintain the filing system for both hard copy and electronic tenant and property files.
Maintain utility lists and coordinate tenant / landlord account takeovers.
Assist the property team with tenant events and various initiatives throughout the year.
Provide information as requested for quarterly appraisals.
Assist the Property Manager/Director with quarterly report completion which includes variance analysis, A/R and re-forecasting in Yardi.
Review monthly meter reading spreadsheets to ensure tenant charges are accurate and revise as needed.
Other duties as assigned.
Qualifications
Minimum of two to three years’ experience in a commercial/industrial property environment with prior experience that includes familiarity with invoice processing and accounts receivable collection.
Working knowledge of MS Office applications required. Experience with Yardi an asset.
Post secondary education, University or College degree preferred; financial/accounting courses desirable.
Good written English, interpersonal and team communication skills required.
Aptitude for servicing tenants with the ability to see both the customer’s perspective and the impact on the organization.
Ability to work on multiple projects concurrently and juggle multiple priorities.
Influence and negotiate with others to meet deadlines.
Adapt to change and deal with difficult and stressful situations in a professional manner.

If you are ready to unleash your potential, it’s time to start your career with Manulife/John Hancock.

About Manulife
Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better. We operate primarily as John Hancock in the United States and Manulife elsewhere. We provide financial advice, insurance, as well as wealth and asset management solutions for individuals, groups and institutions. At the end of 2018, we had more than 34,000 employees, over 82,000 agents, and thousands of distribution partners, serving almost 28 million customers. As of December 31, 2018, we had over $1.1 trillion (US$794 billion) in assets under management and administration, and in the previous 12 months we made $29.0 billion in payments to our customers.

Our principal operations in Asia, Canada and the United States are where we have served customers for more than 100 years. With our global headquarters in Toronto, Canada, we trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.

Manulife is committed to supporting a culture of diversity and accessibility across the organization. It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will consult with applicants contacted to participate at any stage of the recruitment process who request an accommodation. Information received regarding the accommodation needs of applicants will be addressed confidentially.