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Property Administrator at Colliers in Montreal, Quebec, Canada
Job Description
Property Administrator
Location: Montreal, Quebec, Canada
Accelerate your success at Colliers.
Why Colliers?
As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.
A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces for Women, Best Workplaces with Most Trusted Executive Teams, among others.
***Ce poste est pour un administrateur immobilier basé à Montréal***
À propos du poste
Colliers offre une opportunité exceptionnelle à toute personne passionnée par la gestion immobilière commerciale. L’Administrateur(trice) immobilier(e) soutiendra l’équipe de gestion immobilière et participera à la gestion globale du portefeuille immobilier. Vous accordez une grande importance aux relations solides avec les clients. Vous aimez jouer un rôle central dans le service à la clientèle grâce à d’excellentes compétences interpersonnelles, une attention minutieuse aux détails et une attitude positive en tout temps. Vos aptitudes supérieures en communication et en organisation vous permettent de répondre efficacement aux demandes des locataires, d’incarner le professionnalisme et d’offrir un service à la clientèle irréprochable.
Répondre aux demandes quotidiennes générales des locataires, fournisseurs et entrepreneurs, et rediriger les enjeux spécifiques vers le membre du personnel approprié pour l’action et la résolution.
Assurer le suivi et la distribution des documents de bail, mettre à jour la liste de contacts des locataires et préparer les trousses d’accueil pour les nouveaux locataires.
Préparer les avis aux locataires et la correspondance générale destinée au gestionnaire immobilier. Aider le service des opérations à rédiger des avis et d'autres correspondances pour approbation du gestionnaire immobilier.
Aider le gestionnaire immobilier à obtenir des soumissions de fournisseurs et d’entrepreneurs et à suivre les dates de renouvellement des contrats.
Émettre, maintenir et suivre les bons de commande au besoin.
Participer à la préparation des contrats de travaux saisonniers (aménagement paysager, déneigement, etc.).
Distribuer les trousses d’accueil et de départ.
Participer activement aux réunions du personnel.
Examiner et coder les factures.
Suivre et coordonner toutes les refacturations des locataires avec la comptabilité.
Collaborer avec le gestionnaire immobilier pour soutenir la préparation des budgets.
Préparer les rapports mensuels de gestion immobilière pour les clients, conformément aux directives du gestionnaire immobilier.
Maintenir la base de données des compteurs de services publics du portefeuille et la consommation des locataires, au besoin.
En collaboration avec les comptables immobiliers, aider à l’analyse mensuelle des comptes clients, incluant la surveillance des arriérés de loyer, la préparation des avis, des lettres de mise en demeure et des avis de défaut, ainsi que les suivis auprès des locataires afin d’assurer le paiement ponctuel du loyer mensuel, conformément aux directives du gestionnaire immobilier.
Suivre les heures de travail mensuelles du personnel des services d’installation et vérifier l’exactitude des refacturations de la paie émises par le siège social. Apporter les corrections nécessaires et fournir les pièces justificatives en cas d’écarts.
Coordonner l’ensemble de la signalisation des locataires et de l’immeuble avec l’aide du gestionnaire immobilier.
Aider à l’organisation et à la coordination de projets spéciaux.
Accomplir toutes autres tâches connexes.
Ce que vous apportez
Un minimum de deux années d’expérience professionnelle pertinente.
Une expérience préalable en immobilier commercial ou en gestion immobilière constitue un atout.
Maîtrise avancée des applications Microsoft Office (Word, Excel, PowerPoint et Outlook).
La connaissance de Yardi constituerait un atout.
Connaissance de base en comptabilité, un atout.
Capacité à communiquer clairement et concisément, tant à l’oral qu’à l’écrit.
Excellentes compétences organisationnelles et de gestion du temps, avec une capacité démontrée à travailler à la fois de façon autonome et en équipe.
Grand professionnalisme et excellentes aptitudes interpersonnelles.
Forte capacité à développer des relations, être proactif(ve), axé(e) sur les résultats et débrouillard(e).
Capacité à respecter les échéances sans compromettre l’exactitude, la qualité du travail et l’attention aux détails.
Version en anglais
***This position is for a Property Administrator based in Montreal****
About the role
Colliers has an exciting opportunity for someone passionate about commercial property management. The Property Administrator will support the Property Management team and assist with the overall management of the real estate portfolio. Strong client relationships are meaningful to you. You enjoy playing a central role in customer care by bringing superior interpersonal skills, attention to detail, and a positive demeanor to everything you do. Your superior communication and organizational skills mean that you are able to respond to tenant inquiries, you exude professionalism and your customer service skills are second to none.
Respond to general day-to-day inquiries from tenants, service providers and contractors, and redirect specific issues to the appropriate staff member for action and resolution.
Track and distribute lease documents, update the tenant contact list, and prepare welcome packages for new tenants.
Prepare tenant notices and general correspondence for the Property Manager. Assist the operations department with drafting notices and other correspondence for the Property Manager’s approval.
Assist the Property Manager with obtaining supplier and contractor quotations, tracking contract renewal dates.
Issue, maintain and track purchase orders as required.
Assist with the preparation of seasonal work contracts (landscaping, snow removal, etc.).
Distribute Welcome and Move-Out Packages.
Attend and actively participate in staff meetings.
Review and Code invoices.
Track and coordinate all tenant chargebacks with accounting.
Work closely with the property manager to provide support with budget preparation.
Preparing monthly property management reports for clients as directed by the property manager.
Maintain the portfolio utility meter database and tenant utility consumption as needed.
In conjunction with the Property Accountants, assist with monthly accounts receivable analysis, including monitoring rental arrears, preparing notifications, demand, and default notices, and following up with tenants to ensure timely payment of monthly rent, as directed by the Property Manager.
Track Facility Services staff work hours monthly and verify the accuracy of payroll chargebacks from the head office. Make any necessary corrections and provide back-up for any discrepancies.
Coordinate all tenant and building signage with the Property Manager's assistance.
Assist with the arrangement and coordination of special projects.
Other duties as required.
What you’ll bring
A minimum of two years of related work experience.
Previous work experience in commercial real estate or property management an asset.
Advanced skills in Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook).
Yardi knowledge would be considered an asset.
Basic knowledge of accounting an asset.
Ability to communicate clearly and concisely, both orally and in writing.
Possess strong organizational and time management skills with a demonstrated ability to work both independently and within a team environment.
Exhibit a high level of professionalism and excellent interpersonal skills.
Strong relationship-building ability, proactive, results-oriented, and resourceful.
Ability to meet deadlines without compromising accuracy, excellent product quality and attention to detail.
#LI-KR1
#LI-Hybrid
What we offer:
Innovative projects: Work on cutting-edge initiatives that shape our communities, drive our growth, and make a tangible impact.
Career growth: Advance your career and achieve your goals with industry-leading training and development programs.
Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well-being.
Collaborative culture: Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work.
Diversity, Equity & Inclusion: Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en-ca/careers/diversity-and-inclusion
Global network: Join a global team of 24,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world.
Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas.
Direct applicants only please, no agencies.
Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at careers@colliers.com.