The Coughlan Group of Companies including Coughlan Homes, Deer Creek Golf Clubs and Coughlan Properties is seeking an individual to fill the role of Property Administrator on a full-time permanent basis. This position is located at the Head Office for Coughlan Homes in Ajax, Ontario.

Reporting to the Corporate Controller, the Property Administrator will provide a range of administrative and accounting responsibilities. Salary ranging from $50,000 to $70,000 based on education and experience.

Accounting Responsibilities:

Accounts Payable

• Receive AP invoices and pass on to Operations Manager for approval
• Credit card charges allocations
• Process Payments, electronic and manual
• Maintain digital electronic files as well as paper files
• Maintain effective communication with suppliers
• Ensure WSIB clearance certificates are current before releasing payments
• Property Tax reconciliations to MPAC assessments.
• Process monthly HST reconciliations and payments to CRA

Accounts Receivable

• Record tenant payments
• Prepare other invoices (parking, interest, chargebacks)
• Run AR aged reports
• Reconcile Storage accounting to REMS internal platform
• Monthly Bank Reconciliations (9 bank accounts)
• TMI reconciliations

General Accounting

• Maintain Job Costing for special projects undertaken by the Properties Team
• Monthly billing of completed projects/expenses to various internal companies
• Quarterly analysis of GL accounts, with appropriate accruals
• Annual analysis of GL accounts with appropriate accruals
• Maintain annual comparison of expense accounts
• Annual MPAC reporting of tenant billings
• Other duties as they arise

Administrative Responsibilities:

• Communicate with commercial tenants by telephone, receive and distribute maintenance calls/emails, and respond to high volume of tenant concerns
• Drafting leases and communicating with the President / Corporate Controller on lease documents and revisions, ensuring that conditions of occupancy are met
• Prepare lease renewal offers, assist in negotiating new terms, and preparing lease renewals
• Review, sort and maintain property contracts
• Keeping track of outstanding documents (lease renewals and insurance certificates)
• Run, check for accuracy that appropriate rent is being charged to all tenants, and approve monthly rent billings
• Collections of arrears from tenants, contacting via email and phone to obtain payment or negotiate payments arrangement agreements
• Follow payment arrangements and ensure preauthorized / cheques are received and entered appropriately
• Work closely with Operations manager to deliver/ approve invoices in a timely manner
• Keep detailed electronic files, documents, and invoices
• Spreadsheets and tracking for expenses
• Distribution of additional rent reconciliations and invoices
• Notifying tenants of escalation in additional rent
• Keep Corporate Controller /Operations Manager updated with matters that should be of concern to management
• Request documents from storage facility concerning preauthorized rent payments

Qualifications and Requirements:

• Post secondary Education
• Post secondary in Accounting/Finance considered an asset
• Property Administrator with general accounting experience
• Proven customer service skills
• Ability to work effectively both independently and in a team environment.
• Excellent interpersonal and organizational skills
• Works well under pressure in a fast-paced environment
• Exceptional attention to detail
• Excellent verbal and written communication skills
• Effective problem-solving abilities.

Compensation and benefits to working with us:

• Year-round salary commensurate with experience
• Company benefits program.
• RRSP matching program.
• Golf privileges at Deer Creek
• 50% off meals while working.
• Friends and family discounts on green fees.
• Learning, development, growth, and professional development strongly encouraged.

The Coughlan Group is an equal opportunity employer who is committed to equity and inclusion in our recruitment and hiring of qualified staff. We invite any candidates who represent the various diversity in our community to apply. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation at any stage of the process, please inform Human Resources should you have any accessibility or accommodation needs. We thank all applicants for their interest in this position, however, only qualified candidates will be contacted for an interview.