ICM Asset Management is an alternative asset manager focused on owning, operating and investing in real assets. We offer retail, private client and institutional investors an array of investment opportunities focused on real estate, private equity, private debt and infrastructure strategies. We are seeking a Property Administrator to support the Property Services team.
Reports to Senior Property Manager
Provide administrative assistance to Vice President Property Management
Provide administrative assistance to Leasing Manager
Provide administrative assistance to Operations Manager/Building Operators
Assist in developing and maintaining relationships with suppliers/vendors/contractors
Develop and maintain strong working relationships with all tenants
Assist the Senior Property Manager in all areas of reporting to the clients/owners
Duties & Responsibilities
Attend all weekly Operations Meetings and provide agenda and meeting minutes
Tenants / Properties
Provide tenant service. Respond to tenant requests/problems and generate work orders
Assist in solving problems regarding building operational issues, directing tenant issues to the appropriate party.
Provide proper tenant communication for tenant services, alterations, decorations, and construction work being done in building.
Work with Operations Manager, Property Manager and V.P of Prop Mgmt on all contract bids/procurement (preparing tender packages, etc)
Responsible for all input of Lease information and development of accurate Lease abstracts
Responsible for the management and implementation of Card Access programming for all buildings along with management of all building keys
Responsible for the management of video surveillance equipment at associated properties – with knowledge of their operation and playback.
Manage all parking assignments at all properties
Deal directly with the utility companies for any move-in’s/move outs.
Oversee and ensure proper filing of all documentation for properties & tenant files
Prepare and distribute any tenant correspondence as required
Maintain a ‘preferred contractor’ list ensuring receipt of all WCB and insurance as required
Manage and maintain the collection of insurance certificates from all tenants as per their leases
Manage the tenant use of any amenity at the properties (ie, locker rental, bike storage, month to month parking, fitness room usage, use of common areas for tenant use (ie party)
Manage and maintain proper filing of all Drawings and Plans for the buildings
Assist Operations in the proper filing and maintenance of mechanical equipment summaries and specifications
Read and understand leases to ensure accurate data entry is received and maintained
Prepare tenant lease abstracts
Other property related administration as required: copying, scanning etc.
Maintain proper vacancy reports
Aid with marketing and obtaining market information
Ensure all paper work is in order and accurate (move in/out reports, leases, amendments, deposit reconciliations, PAD’s, etc.)
Contract and oversee suite maintenance and repairs
Maintain full knowledge of the Landlord/Tenant act
Issue late payment advises and charges
A/P Coding of all building invoices
Responsible for all tenant/building A/R – including the EFT’s, work closely with Receivables (pulling of rents) and overseeing proper input and application of all payments
Assist with the collection of all tenant arrears – working closely with the Property Manager for all collection requests and preparing any reconciliations for tenants
Responsible for all tenant billings (utility billings; chargeback billings)
Calculates and distributes all tenant statement, invoices and late charges; including rental charge sheets, prebills, advising of step ups in rent, etc
Assist in Operating Cost Adjustments to tenants
Assist with annual property Budgets with emphasis on providing accurate projected income for the properties
Handle and reply to tenants’ maintenance requests
Assist in the development of property policies
Associate Duties – when applicable
Ensure compliance with all RECA rules and regulations under the Associate licensing
Maintain proper and current records with RECA
Ensure all required education is complete prior to any renewal deadlines
Ensure that all renewals are applied for prior to the annual renewal date
Assist Operations Manager and Senior Property Manager in tendering/procurement procedures for major projects and contracts
Assist in management and communication regarding tenant improvements and capital projects
Maintain full awareness of fire/safety/liability issues and report to Senior Property Manager and Operations team immediately
Interested applicants should submit a resume and cover letter including an example of an instance where they made an exceptional effort to ensure that an objective was successfully achieved.
Our success hinges on our unwavering commitment to three principles that underpin our investment philosophy: Value, Discipline, and Results. Our adherence to these principles has allowed ICM to generate exceptional investment returns for our clients and a strong track record of achieving our goals.
Today, we manage more than $815 million of assets across numerous investment vehicles and advisory relationships and have considerable experience in originating, structuring and financing investment transactions and managing risk in alternative assets. Our team has grown substantially and is made up of investment and operating professionals with extensive experience, collectively having acquired and/or managed over $7 billion of assets globally.