Principales fonctions:
The professionalism and talent of our employees is what makes The Bridg Group of Companies a successful organization. As a leading provider of Financial & Real Estate Services we depend upon the performance, service, and support of many different business units. The successful candidate will be resourceful with an energetic demeanour and a proven track record of providing outstanding administrative duties for the property management and real estate acquisition divisions. You will play a key role to successfully ensuring both divisions run efficiently, deadlines are reached, while ensuring that the company maintains low vacancy rates and properties perform with efficient management care.
Description détaillée:
Perform a combination of Property Management & Acquisition related duties such as but not limited to:
• Responsible for ensuring all Property Management policies, procedures and operations are conducted effectively
• Report to owners on a daily basis
• Manage all administrative duties and provide day to day operation updates by liaising with Property Manager and all members of the real estate team
• Communicate frequently with in-house property management personnel, outside field reps, contractors, trades, service representatives and 3rd party property management companies when deemed necessary
• Notify management of critical dates, updates to real estate policies and procedures and assist with general field inquiries.
• Request and process certificates of insurance.
• Establish and task priorities and create schedules for real estate portfolio objectives
• Review and approve property maintenance requests, capital expenditures work with pre-established authority level.
• Coordinate activities with other divisions including Brokerage Facilities, Management, Construction, Design, Acquisitions etc., as needed.
• Review division organization, filing systems and procedures and improve where necessary
• Ensure that all tasks and duties fulfilled under the property management division adhere to all local landlord, tenant and building acts and policies
• Ensure that corporate governance, environmental, health & safety policies and procedures are compliant
• Develop working knowledge of local real estate markets including rental/vacancy rates and operating cost comparisons throughout North America where rental portfolio exist
• Co-ordinate all fulfillment, including but not limited to photocopying, faxing, mailing and couriering all documents
• Research, co-ordinate and book all-important appointments for property manager
• Prepare presentations for property manager
• Daily filing, organization, and sorting required for highly sensitive real estate & tenant documents
• Record meeting minutes as required
• Responsible for real estate marketing orders
• Update & Maintain CRM Database
• Other projects or responsibilities as assigned by Property Manager
• Act as back up responder for emergency calls in absence of Property Manager and Operations Supervisor
• Responsible for year-end division audit
• Greet clients when deemed necessary
• Compute, record and proof read data and other information as deemed necessary
• Research and prepare feasibility studies when required
• Answer general phone inquiries, and direct calls to appropriate person
• Support Management in project executions
TENANT RELATIONS
• Manage all advertising portals for vacancies
• Screen all telephone inquiries from prospect tenants and existing tenants
• Screen all tenant application for approval and review with management
• Abstract and audit lease documents including updating and maintaining all lease information and data in our technology information systems as required
• Establish and maintain a professional working relationship with tenants and address their concerns in an efficient and timely manner
• Ensure that tenant problems are addressed to the Property Manager and rectified in a prompt, effective and cost efficient manner and that a high standard of rapport and communication is consistently achieved
• Enforce contract and lease agreements while administering each property in accordance with approved budgets and operating policies
• Manage tenant accounts i.e. prepare statements of accounts, late payment notices and default letters
• Make daily tenant collections calls to collect past due rent, utility payments, etc.
• Ensure tenant compliance with obligations under the terms of lease
• Take responsibility for monthly rent collection and collection of arrears of rent; increase and track EFT participation
• Maintain the master tenant listing, emergency contact forms, and move-in/move-out documentation
• Prepare and submit all site notices & property management correspondences
• Tenant notices and updates to be sent out when deemed necessary
• Administrate all evictions in a timely and efficient manager
ACCOUNTING
• Conduct audits of Year-End Common Area Maintenance (CAM) Insurance and Real Estate Tax reconciliations
• Review and update daily tenant trackers
• Monitor and manage receivables, collection of all rental income and generate monthly reports.
• Review all tenant payments in conjunction with lease requirements and ensure backup documentation is in place and all deposits are correct.
• Design produce and review selected monthly/quarterly cost reports identify and track savings identify exceptions, investigate causes of exceptions and recommend solutions to prevent further errors.
• Provide final financial review of all major reoccurring initiatives (i.e. budgets business plans monthly quarterly and annual reporting etc.).
• Review monthly financial package for accuracy prior to Property Manager’s review escalating potential issues;
• A/P: handle creation, application and process purchase orders and invoicing
• Prepare monthly rent roll reconciliation, A/R updates and open purchase order reports, including examining variances from previous period, to be reviewed by the Property Manager
• Maintain system for tracking all utility meter readings and related invoicing;
• Audit and review sensitive financial documents
• Assist in planning the following meetings: Quarterly, Yearly, Annual General Meeting & Sales Meeting
