Our client, a well-established and respected commercial real estate organization in downtown Toronto, is seeking a detail-oriented and proactive Property Administrator to support the Property Manager and site team.
This is an excellent opportunity for a candidate with strong experience in commercial property administration, lease support, and financial coordination using Yardi.
...
*Please note: This job requires a criminal check and 2 references.*
Advantages
What’s in it for YOU:
-TTC accessible location in the heart of Downtown Toronto
-A Competitive pay
-Opportunity to learn and grow your professional network
-Opportunity to work on a significant project along with the industry experts
Responsibilities
RENT BILLING, NOTICES & LEASE ADMIN SUPPORT
Prepare and issue tenant rental notices and invoices on schedule, including step rents and free rent periods.
Review lease summaries and rent roll for accuracy, flag discrepancies to the Property Manager.
Coordinate with Leasing/Lease Administration to ensure fixturing-period charges are billed appropriately (e.g., utilities, cleaning).
Maintain complete and organized tenant lease files and records.
Provide relevant lease sections to the Property Manager and accounting team when required (rent clauses, leasing costs, special billing terms).
Collect monthly and annual gross sales from tenants where applicable, update reporting, and support percentage rent billings.
B) ACCOUNTS RECEIVABLE (AR) – COLLECTIONS & RECONCILIATION
Monitor AR activity and aging; follow up with tenants on outstanding arrears in a professional, documented manner.
Reconcile receivable accounts where required to support arrears collection and accurate tenant ledgers.
Prepare AR commentary and status updates for internal review and monthly reporting.
Support year-end recoveries and tax escalations under direction of the Property Manager and accounting support.
C) ACCOUNTS PAYABLE (AP) – VENDOR INVOICES, CODING & CONTROLS
Verify, code, and process supplier invoices in Yardi in accordance with company policies and site procedures.
Validate invoice completeness (correct vendor, amounts, tax, description, backup documentation) and resolve discrepancies promptly.
Track supplier invoices and supporting documents to support tenant billbacks for additional services where required.
Maintain organized vendor files, including contracts/quotes, invoices, and correspondence.
D) PURCHASING / PO ADMINISTRATION
Create and administer purchase orders as directed by the Property Manager.
Assemble PO packages with quotes/proposals and ensure records are saved in the site filing system.
Maintain a PO and invoice tracking log to support status visibility and month-end readiness.
E) ACCRUALS & FINANCIAL ADMIN SUPPORT
Prepare and/or support monthly accruals and provide required backup in coordination with the Operations Supervisor and accounting support.
Maintain supporting schedules/spreadsheets required for accurate reporting and billings.
F) CORRESPONDENCE, REPORTING & TEAM SUPPORT
Prepare tenant letters, notices, and general correspondence.
Support administrative coordination for tenant requests for additional services, including tracking documentation and invoicing timelines.
Assist with internal controls administration, including tracking and auditing p-card transactions and maintaining supporting documentation.
Perform other related administrative responsibilities as assigned by the Property Manager.
DELIVERABLES / OUTPUTS (EXPECTED)
Timely issuance of rent notices/invoices with a clear billing checklist
Up-to-date tenant/lease records and organized filing
Weekly AR aging summary with documented follow-ups and escalations
PO log and invoice status tracker (open items, pending approvals, discrepancies)
Organized AP documentation supporting month-end close readiness
Monthly accrual support package (as assigned) with clear backup
Professional written correspondence and complete records management in the site’s filing structure
SERVICE STANDARDS
Timely, accurate processing with attention to detail and audit-ready documentation
Proactive communication of exceptions, risks, and deadlines to the Property Manager
Professional tenant and vendor communication aligned to service expectations
AUTHORITIES / BOUNDARIES
This role provides administrative coordination and processing support.
No authority to approve expenditures, sign contracts, or commit the property to scope changes unless explicitly delegated in writing by the Property Manager.
Qualifications
-Proven experience in property administration, lease administration, and AP/AR coordination
-Hands-on experience with Yardi (required)
-Strong Excel and Microsoft Office skills
-Excellent organizational skills with attention to detail
-Ability to manage deadlines and interruptions in a fast-paced environment
-Professional communication skills for tenant and vendor interactions
-Must be available to work full-time in-office (Monday to Friday) located at Bay Street, Toronto
Summary
If you’re a motivated property administration professional looking to work in a dynamic commercial real estate environment in the heart of downtown Toronto, we would love to hear from you.
Apply today!
Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.
Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.
This posting is for existing and upcoming vacancies.
show more
Our client, a well-established and respected commercial real estate organization in downtown Toronto, is seeking a detail-oriented and proactive Property Administrator to support the Property Manager and site team.
This is an excellent opportunity for a candidate with strong experience in commercial property administration, lease support, and financial coordination using Yardi.
*Please note: This job requires a criminal check and 2 references.*
Advantages
What’s in it for YOU:
-TTC accessible location in the heart of Downtown Toronto
-A Competitive pay
-Opportunity to learn and grow your professional network
-Opportunity to work on a significant project along with the industry experts
Responsibilities
RENT BILLING, NOTICES & LEASE ADMIN SUPPORT
Prepare and issue tenant rental notices and invoices on schedule, including step rents and free rent periods.
Review lease summaries and rent roll for accuracy, flag discrepancies to the Property Manager.
Coordinate with Leasing/Lease Administration to ensure fixturing-period charges are billed appropriately (e.g., utilities, cleaning).
Maintain complete and organized tenant lease files and records.
...
Provide relevant lease sections to the Property Manager and accounting team when required (rent clauses, leasing costs, special billing terms).
Collect monthly and annual gross sales from tenants where applicable, update reporting, and support percentage rent billings.
B) ACCOUNTS RECEIVABLE (AR) – COLLECTIONS & RECONCILIATION
Monitor AR activity and aging; follow up with tenants on outstanding arrears in a professional, documented manner.
Reconcile receivable accounts where required to support arrears collection and accurate tenant ledgers.
Prepare AR commentary and status updates for internal review and monthly reporting.
Support year-end recoveries and tax escalations under direction of the Property Manager and accounting support.
C) ACCOUNTS PAYABLE (AP) – VENDOR INVOICES, CODING & CONTROLS
Verify, code, and process supplier invoices in Yardi in accordance with company policies and site procedures.
Validate invoice completeness (correct vendor, amounts, tax, description, backup documentation) and resolve discrepancies promptly.
Track supplier invoices and supporting documents to support tenant billbacks for additional services where required.
Maintain organized vendor files, including contracts/quotes, invoices, and correspondence.
D) PURCHASING / PO ADMINISTRATION
Create and administer purchase orders as directed by the Property Manager.
Assemble PO packages with quotes/proposals and ensure records are saved in the site filing system.
Maintain a PO and invoice tracking log to support status visibility and month-end readiness.
E) ACCRUALS & FINANCIAL ADMIN SUPPORT
Prepare and/or support monthly accruals and provide required backup in coordination with the Operations Supervisor and accounting support.
Maintain supporting schedules/spreadsheets required for accurate reporting and billings.
F) CORRESPONDENCE, REPORTING & TEAM SUPPORT
Prepare tenant letters, notices, and general correspondence.
Support administrative coordination for tenant requests for additional services, including tracking documentation and invoicing timelines.
Assist with internal controls administration, including tracking and auditing p-card transactions and maintaining supporting documentation.
Perform other related administrative responsibilities as assigned by the Property Manager.
DELIVERABLES / OUTPUTS (EXPECTED)
Timely issuance of rent notices/invoices with a clear billing checklist
Up-to-date tenant/lease records and organized filing
Weekly AR aging summary with documented follow-ups and escalations
PO log and invoice status tracker (open items, pending approvals, discrepancies)
Organized AP documentation supporting month-end close readiness
Monthly accrual support package (as assigned) with clear backup
Professional written correspondence and complete records management in the site’s filing structure
SERVICE STANDARDS
Timely, accurate processing with attention to detail and audit-ready documentation
Proactive communication of exceptions, risks, and deadlines to the Property Manager
Professional tenant and vendor communication aligned to service expectations
AUTHORITIES / BOUNDARIES
This role provides administrative coordination and processing support.
No authority to approve expenditures, sign contracts, or commit the property to scope changes unless explicitly delegated in writing by the Property Manager.
Qualifications
-Proven experience in property administration, lease administration, and AP/AR coordination
-Hands-on experience with Yardi (required)
-Strong Excel and Microsoft Office skills
-Excellent organizational skills with attention to detail
-Ability to manage deadlines and interruptions in a fast-paced environment
-Professional communication skills for tenant and vendor interactions
-Must be available to work full-time in-office (Monday to Friday) located at Bay Street, Toronto
Summary
If you’re a motivated property administration professional looking to work in a dynamic commercial real estate environment in the heart of downtown Toronto, we would love to hear from you.
Apply today!
Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.
Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.
This posting is for existing and upcoming vacancies.
show more
