Property Administrator

At Alcovi Capital, we put integrity into action by upholding the highest ethical standards and taking full accountability in everything we do, building trust and long-term credibility. Our clients are at the center of everything we do. We are committed to exceeding their expectations by delivering high-quality services that meet the highest institutional standards. We build resilient, scalable teams and systems that adapt to complexity and growth, ensuring long-term success and operational excellence. We foster collaboration and transparency by encouraging open communication and teamwork across all stakeholders, enabling seamless and efficient service delivery. Finally, we embrace a culture of continuous improvement by driving innovation and optimizing our processes to stay ahead of evolving market needs and industry standards.

Administrative Management and Operations

• Collaborate with the Operations Coordinator to ensure the administrative follow-up of purchase orders and tenant work requests.
• Support coordination between tenants, vendors, and internal stakeholders to ensure proper follow-up on ongoing requests and projects.
• Process invoices, purchase orders, and related documentation.
• Support the Assistant Property Manager in the management of accruals and variances.
• Monitor service contracts, insurance certificates, and critical dates.
• Ensure compliance with contractual, administrative, and regulatory requirements.

Accounts Receivable and Collections Management

• Oversee rent collection and tenant chargebacks/recoveries.
• Follow up with tenants regarding outstanding accounts.
• Maintain accurate records and document collection activities.
• Initiate appropriate collection procedures based on each situation.
• Escalate problematic accounts and collaborate with internal teams as required.
• Participate in the negotiation and administration of payment arrangements.

Tenant Relations

• Serve as the primary point of contact for tenants and ensure the administrative follow-up of their requests.
• Manage administrative communications with tenants, including notices, lease renewals, rent adjustments, and other correspondence.
• Maintain up-to-date tenant records and information.
• Ensure data and documentation comply with lease agreements and contractual requirements.
• Coordinate communications and administrative activities related to tenant move-ins, move-outs, relocations, fit-ups, and move management.
• Assist in coordinating site visits with tenants and various stakeholders.

Reporting and Continuous Improvement

• Contribute to the preparation of financial and administrative reports.
• Participate in the development and monitoring of operating budgets.
• Support environmental programs and promote participation among tenants.
• Assist with surveys, certifications, and initiatives related to the tenant experience.
• Identify and implement improvements to administrative processes.

• Degree in Property Management, Administration, Finance or related field
• 5 to 7 years of experience in commercial property management
• Good control of leases, contracts and financial management
• Proficiency in Excel and property management software (e.g., Yardi)
• Excellent communication skills (French and English)