Property Administrator (Commercial)

The Property Administrator is responsible for providing day-to-day administrative support for our client's commercial property portfolio, with a particular focus on tenant administration, accounts receivable, collections, payment application and maintaining accurate tenant and property information.The role works closely with the Property Management, Accounting and Finance teams to ensure tenant accounts are accurate, payments are properly applied, outstanding balances are actively followed up on, and tenant-related information is maintained accurately within company systems.This position requires strong organization, attention to detail, communication skills and the ability to manage multiple tenant accounts and priorities while providing a high level of service to both internal teams and tenants.Key ResponsibilitiesTenant & Property AdministrationMaintain accurate tenant, lease and property information within PM software. Support the administration of commercial leases, including maintaining tenant files, lease documentation, amendments and related correspondence.Assist with tenant setup, changes and updates within the accounting/property management system.Coordinate with Property Management and Accounting to ensure lease-related information is accurately reflected within the system.Respond to tenant inquiries and direct matters to the appropriate internal team where required.Maintain organized and complete electronic documentation for the commercial portfolio.Assist with tenant move-ins, move-outs and other administrative requirements as needed.Accounts Receivable & Payment ApplicationReview incoming tenant payments and ensure payments are accurately and promptly applied to the appropriate tenant accounts.Monitor unapplied cash and investigate payment discrepancies.Review tenant accounts to identify outstanding balances, short payments, credits and other discrepancies.Work with Accounting to investigate and resolve account discrepancies.Maintain accurate records of payments, adjustments and outstanding items.Assist with account reconciliations and ensure tenant ledgers remain accurate and current.Support month-end processes relating to commercial tenant receivables.Collections & Tenant Account ManagementMonitor commercial tenant aging reports and identify accounts requiring follow-up.Proactively contact tenants regarding outstanding balances and obtain updates on expected payment dates.Maintain clear documentation of collection activity, tenant correspondence and payment commitments.Follow up consistently on outstanding balances until payment or resolution is received.Investigate tenant questions or disputes that may be delaying payment and coordinate with the appropriate internal teams to resolve them.Escalate significant arrears, recurring collection issues, disputes or potential defaults to management.Assist in preparing reporting on outstanding receivables, collection activity and high-risk tenant accounts.Support management with information required for payment arrangements, legal matters or other collection actions where necessary.Billing & Account SupportAssist with the review and administration of recurring tenant charges.Support the processing of rent adjustments, additional rent, recoveries and other tenant charges.Review tenant accounts for unusual balances or discrepancies and investigate as required.Coordinate with Property Accounting regarding billing corrections, adjustments and account reconciliations.Assist with annual recovery and reconciliation processes as required.Reporting & ControlsMaintain accurate and timely AR and collection reporting for the commercial portfolio.Provide regular updates on outstanding accounts, collection progress and unresolved issues.Identify recurring issues or process gaps and bring them forward to management.Follow established internal controls relating to payment application, tenant account adjustments and collections.Support ongoing process improvements aimed at improving accuracy, efficiency and visibility across Property Administration and Accounting.Cross-Functional SupportWork closely with Property Management, Property Accounting, Finance and other departments to resolve tenant and property-related issues.Support month-end and year-end requirements relating to the commercial portfolio.Assist with audit requests and supporting documentation as required.Participate in departmental meetings and provide updates regarding outstanding tenant and AR matters.Perform other property administration and accounting-related duties as required.QualificationsPost-secondary education in Business Administration, Accounting, Property Management or a related field is preferred.Previous experience in commercial property administration, property management, accounts receivable or a related real estate environment is preferred.Experience with tenant collections and payment application is considered an asset.Strong understanding of accounts receivable and tenant account administration.Strong organizational skills with excellent attention to detail.Ability to manage multiple priorities and follow up consistently on outstanding items.Strong written and verbal communication skills, including the ability to communicate professionally with commercial tenants.Strong Microsoft Excel and Microsoft Office skills.Experience with Newstar or another property management/accounting system is considered an asset.