Property Administrator Commercial Office Portfolio in Vaughan

Location: GTA (in-office) Vaughan 65k to 70k base

Our client, a very prestigious Real Estate Management firm is seeking a highly organized and detail-oriented Property Administrator to support the management of an office real estate portfolio. The successful candidate will play a key role in ensuring smooth day-to-day operations, supporting leasing activities, maintaining tenant relationships, and coordinating financial and administrative functions across multiple retail assets. This role is ideal for a proactive professional who thrives in a fast-paced environment and enjoys working collaboratively with property managers, tenants, vendors, and internal teams.

Key Responsibilities

• Property & Tenant Administration
  • Provide administrative support to Property Managers overseeing office properties.
  • Maintain accurate tenant records including leases, amendments, insurance certificates, and correspondence.
  • Assist with lease administration including abstracting leases, tracking critical dates (renewals, options, escalations), and updating databases.
  • Coordinate tenant communications and respond to inquiries in a professional and timely manner.
  • Prepare tenant notices, letters, and general correspondence.
• Financial & Reporting Support
  • Assist with rent collection processes and follow up on outstanding accounts.
  • Review and code invoices, ensure accuracy, and coordinate approvals for payment.
  • Support preparation of operating budgets, reconciliations, and financial reports.
  • Track operating expenses and assist with CAM recoveries where required.
  • Maintain organized records of financial documentation.
• Operations & Vendor Coordination
  • Coordinate service requests and work orders with vendors and contractors.
  • Maintain vendor files including contracts, insurance certificates, and contact details.
  • Track maintenance schedules and ensure timely completion of required services.
  • Assist with tendering and obtaining quotes for repairs and maintenance.
  • Ensure compliance with property standards, health & safety requirements, and company procedures.
• Leasing & Portfolio Support
  • Provide administrative support for new leases, renewals, and amendments.
  • Assist with preparation of leasing packages and documentation.
  • Update availability reports and maintain accurate portfolio data.
  • Support marketing initiatives and coordination of listing information if required.

Qualifications & Experience

• 2–5 years of experience in property administration, preferably within commercial office real estate.
• Understanding of lease terminology, rent structures, and commercial property operations.
• Strong organizational skills with the ability to manage multiple properties and priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with property management software (e.g. Yardi, MRI) considered an asset.
• Strong attention to detail and accuracy.
• Ability to work both independently and collaboratively in a team environment.

Key Competencies

• Strong administrative and coordination skills.
• Customer service mindset when working with tenants.
• Ability to prioritize and meet deadlines.
• Problem-solving and proactive follow-up.
• High level of professionalism and confidentiality.

Please email your CV to Aneil@chadman.com