Property Administrator

Location: Halifax, NS
Work Location: 1959 Upper Water Street,
Salary: $50K
Job Type: Full-Time, Permanent

Job Overview

We are seeking an organized and detail-oriented Property Administrator to join the property management team at Purdy’s Wharf in Halifax. This role provides administrative, financial, and tenant service support to ensure the smooth day-to-day operation of the property.

The successful candidate will assist with invoice processing, purchase orders, tenant communications, vendor coordination, work order administration, and general property operations. Strong organizational skills, attention to detail, and the ability to communicate professionally with tenants, vendors, and internal team members are essential.

Key Responsibilities

Financial Administration

• Review, code, and process operating expense invoices, ensuring accuracy and matching invoices to purchase orders.

• Prioritize invoices requiring immediate payment and ensure timely processing.

• Assist with tenant chargebacks, where applicable.

• Distribute tenant invoices and monitor payment status.

• Respond to vendor and internal inquiries related to invoice payments.

Property Administration

• Provide administrative support to the Property Manager, Building Operators, and the property management team.

• Create, review, maintain, and monitor purchase orders in accordance with company procedures.

• Maintain an understanding of property operations, tenant requirements, vendor contracts, and service activities.

• Assist with the administration and record keeping of annual fire and life safety programs.

• Support sustainability initiatives, waste reporting, utility tracking, and other property performance programs.

• Coordinate general office administration, including office supplies, courier services, and other office requirements.

• Assist with the administration of the building work order system.

Tenant and Vendor Communications

• Act as a primary point of contact for tenant and vendor inquiries, ensuring timely and professional responses.

• Prepare and distribute tenant correspondence, building notices, advisories, and other communications.

• Assist with tenant meetings, engagement activities, and events.

• Collect, review, and track tenant insurance certificates, following up to ensure compliance with company policies and lease requirements.

• Build and maintain positive working relationships with tenants, vendors, and internal stakeholders.

Qualifications and Requirements

• Post-secondary education in Business Administration, Real Estate, Accounting, Property Management, or a related field is considered an asset.

• Previous experience in property administration or property management is preferred.

• Experience with property management and accounting systems; Yardi experience is a strong asset.

• Proficiency in Microsoft Office, particularly Excel.

• Strong attention to detail and accuracy.

• Excellent organizational, analytical, and time management skills.

• Strong written and verbal communication skills.

• Ability to manage multiple priorities and work effectively with tenants, vendors, and internal teams.

If you are an organized administrative professional with strong customer service skills and an interest in property management, we would love to hear from you!