Job Description

Kipling is currently looking for a Commercial Property Administrator to oversee a portfolio located in Kitchener / Waterloo. This is a full-time, permanent and on-site position.


Accounts Payable

  • Sort, date stamp, and verify coding of invoices using appropriate general ledger account
  • Ensure that invoices are matched to Work/Purchase Orders, where appropriate and are accurate/within approved budget parameters by closely monitoring property revenues and expenses
  • Review and post A/P batches and prioritize invoices which require immediate payment (i.e. utilities, rush payments)
  • Co-ordinate and circulate invoices to be properly approved (signed) by authorized personnel, according to existing applicable policies
  • Handle internal and external vendor inquiries regarding invoice payment and reconcile vendor accounts as necessary
  • Provide other accounts payable / administrative support when required

Accounts Receivable

  • Review, record and post deposits
  • Provide General Manager an aged listing of accounts receivable on (or about) the 5th day of the month to allow time for collection of outstanding items before month end
  • Process and post EFTs and PADs as required
  • Assist with queries in relation to receivables and billing issues
  • Reconcile tenant accounts as necessary
  • Prepare and post chargeback invoices as necessary
  • Post approved rent rolls and assist with the rent reconciliations as required
  • Other accounts receivable / administrative duties as required

General Duties

  • Collecting and tracking any deliveries to the office including regular mail, rent cheques or other hand delivered items
  • Administrative assistance to senior personnel as required
  • Forwarding of tenant requests to operations personnel and management
  • Assist Property Manager with maintaining all tenant and contract listings
  • Establishing and maintaining excellent relationships with tenants and clients
  • Drafting and sending tenant memos as needed
  • Obtain and organize insurance certificates from tenants
  • Assist in organizing tenant events
  • Contact suppliers to update accounts and make address changes
  • Effectively provide general research support
  • Accountable for the smooth operation of the management office by assuming primary responsibility for organizing and coordinating workflow
  • Work with the highest level of discretion in providing wide-ranging administrative assistance and support
  • Assist with completion of monthly property reports, annual property budgets and reforecasts
  • Ensure compliance with corporate governance and all applicable government regulations at all times
  • Other duties as required


The ideal candidate for this position will have the following background:

  • Minimum 1 year of direct property management experience
  • Strong written and verbal communication skills
  • Organized, with the ability to prioritize and work well under pressure
  • Strong team player able to work with many levels of staff and client stakeholders
  • Salary is commensurate with experience.