Property Administrator at GWL Realty Advisors in Ottawa, ON, CAN

GWLRA is a leader in both the commercial and multi-residential real estate industries. We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire. Our people live our values through the work they do and the results they deliver. Our core values are keeping our word, working better together and embracing diversity.

The Property Administrator is responsible for the administration and coordination of an assigned portfolio of commercial office properties. Working closely with the Property Manager(s), Building Operations team, Leasing team, and Real Estate Accountant, the Property Administrator provides comprehensive support across financial administration, lease administration, contract management, tenant account administration, vendor management, and reporting activities.

This role is accountable for maintaining the integrity of property records, supporting tenant and vendor relationships, coordinating financial and operational processes, and ensuring administrative activities are completed accurately and efficiently. By supporting a designated portfolio of properties, the Property Administrator develops a thorough understanding of each asset's operational, financial, and tenant requirements and contributes to the overall performance of the portfolio.

RESPONSIBILITIES
Portfolio Administration
• Provide administrative support for an assigned portfolio of commercial properties.
• Maintain organized and accurate electronic property, lease, contract, and tenant files.
• Coordinate and support operational initiatives, projects, and portfolio objectives.
• Develop a comprehensive understanding of assigned properties, tenant requirements, vendor contracts, and operational activities.
• Prepare correspondence, reports, and documentation for internal and external stakeholders.

Financial Administration
• Process tenant payments and deposits, including physical cheque deposits and electronic payment administration.
• Review, create, maintain, and monitor purchase orders in accordance with corporate procurement processes.
• Process and track vendor invoices and ensure coding and supporting documentation are complete and accurate.
• Assist with accounts receivable administration, including collection follow-up, outstanding account review, payment reconciliation, and tenant account maintenance.
• Support annual budget preparation by maintaining contract information, recurring expenses, and required supporting documentation.
• Assist Property Managers and Real Estate Accountants with monthly financial reporting, variance explanations, and financial analysis.
• Prepare and distribute rental payment schedules, recovery adjustment notices, and other tenant financial communications as required.
• Maintain utility consumption, expense tracking, and other property-related financial records

Lease Administration
• Maintain accurate lease information and critical date tracking systems.
• File and maintain executed lease documentation, amendments, renewals, and related legal documents.
• Support the administration of new tenant onboarding, tenant assignments, and lease renewals.
• Coordinate tenant insurance requirements and ensure compliance with lease obligations.
• Support telecommunications agreements and other property-related licensing agreements as required.

Vendor and Contract Administration
• Coordinate vendor onboarding and manage vendor profile updates.
• Maintain current vendor certificates of insurance (COI), WSIB documentation, and compliance records.
• Administer service contracts, recurring purchase orders, and contract tracking logs.
• Support procurement activities, contract tendering processes, and service agreement administration.
• Coordinate contractor documentation and maintain related records.

Property Operations Support
• Support Property Managers and Building Operators with administrative requirements related to projects, maintenance activities, and operational initiatives.
• Maintain property records including utilities, training records, insurance documentation, and operational reports.
• Assist with annual fire and life safety program administration and related documentation.
• Support sustainability, waste reporting, utility tracking, and other property performance initiatives.
• Coordinate administrative requirements related to capital projects and tenant improvement work

Reporting and Data Management
• Prepare recurring reports and maintain accurate records within property management systems.
• Ensure data integrity within Yardi and other corporate platforms.
• Maintain tracking spreadsheets, compliance reports, and portfolio documentation.
• Identify opportunities to improve administrative processes, reporting efficiencies, and service delivery

QUALIFICATIONS
• Minimum 3 years of experience in commercial property administration, real estate administration, property accounting, or a related field.
• Post-secondary education in Business Administration, Real Estate, Accounting, Property Management, or a related discipline, is considered a strong asset
• Experience working with property management and accounting systems; Yardi experience is considered a strong asset.
• Working knowledge of lease administration, accounts receivable, accounts payable, and contract administration.
• Strong financial acumen and attention to detail.
• Advanced proficiency in Microsoft Office applications, particularly Excel.
• Excellent organizational, analytical, and time management skills.
• Strong interpersonal and communication skills with the ability to build effective relationships with tenants, vendors, and internal stakeholders.
• Professional designation or enrollment in BOMI courses (RPA/FMA) is considered an asset.

WHAT WE OFFER
• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!
Our Business

Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

Our Commitment to Diversity

GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.