Commercial Property Administrator Commercial Property Administrator

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.