Position Summary:

We are seeking a mid-level Commercial Property Administrator to support the Property Management team in overseeing a portfolio of retail and industrial properties. The role blends administrative support, tenant relations, operational coordination, and lease compliance monitoring to ensure high-quality property performance and tenant satisfaction.

The ideal candidate will be organized, detail-oriented, and proactive, with a strong understanding of commercial leases, vendor management, and property operations.

Key Responsibilities:

Administrative and Tenant Support

• Prepare, track, and manage tenant correspondence (notices, memos, default letters, rent reminders).
• Assist with lease administration, including tracking lease expirations, renewals, critical dates, and maintaining lease abstracts.
• Maintain accurate tenant files (electronic and paper), including insurance certificates, leases, amendments, service contracts, and compliance documents.
• Respond promptly and professionally to tenant inquiries and coordinate with Property Managers for appropriate resolution.
• Process tenant move-in/move-out documentation and coordinate access cards, keys, onboarding packages, and communication notices.
• Monitor tenant lease compliance by tracking critical obligations (e.g., insurance certificates, operating hours, signage rules), flagging non-compliance issues, and preparing preliminary notices under the guidance of the Property Manager.

Financial and Reporting Support

• Review, code, and track vendor invoices for approval in accordance with property budgets.
• Assist with annual operating budgets, preparing preliminary spreadsheets, and inputting expense forecasts.
• Support in monthly property reporting by gathering operational updates, tracking tenant arrears, and updating occupancy/vacancy data.
• Help coordinate tenant chargebacks and operating cost recoveries.

Operational Coordination

• Track and schedule building inspections, preventative maintenance (HVAC, fire inspections, elevator servicing), and minor repairs.
• Liaise with service providers for regular maintenance and ensure timely completion of work orders.
• Manage work order and service request systems, monitor contractor performance, and ensure proper closure of tasks.
• Collaborate with Onsite Property Managers (if applicable) to support day-to-day operational needs.

Lease Compliance Support

• Track and maintain insurance certificates (COIs) and send renewal notices to tenants.
• Monitor operational compliance items such as tenant operating hours, unauthorized signage, and unauthorized alterations.
• Draft and issue first-level compliance correspondence (informal notices) under Property Manager direction.
• Support the Property Manager by maintaining compliance tracking logs, documentation archives, and assisting with preparation of formal notices of default where necessary.

Qualifications:

• 3-5 years of experience in commercial property administration (retail or industrial preferred).
• Strong working knowledge of commercial leases, lease compliance, and property management operations.
• Familiarity with basic building systems (HVAC, plumbing, fire life safety systems) is an asset.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); familiarity with property management systems (e.g., Yardi, MRI) preferred.
• Excellent communication skills (written and verbal) in English and French (bilingualism required for Quebec).
• Strong organizational skills, detail orientation, and ability to manage multiple concurrent tasks.
• Ability to work independently while collaborating closely with Property Managers, Onsite Managers, and internal teams.
• Professional demeanor when interacting with tenants, vendors, and other external stakeholders.