Property Administrator

JLL empowers you to shape a brighter way .

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Location: Downtown Toronto, Ontario

Department: Property Management

Reports To: Property Manager

The Property Administrator is responsible for providing assistance to the Property Manager in conducting his/her mandated duties in support of the tenant relation and property management functions for office/industrial properties in the greater Toronto area. The Property Administrator is accountable for responding to tenant-related issues and ensuring that they are resolved on a timely basis. The Property Administrator also assists in preparing the annual operating budgets, monthly and quarterly reports, collecting rental payments; co-coordinating tenant special requests, assisting in property events and other administrative tasks as required for a client portfolio comprised of office/industrial properties.

This position will champion the JLL Culture of Communication, Collaboration and Trust while performing the following duties:

• Establish and maintain professional working relationships with tenants, vendors, building security, cleaners and various contractors to ensure smooth operation of the property.

• Assist Property Manager with monthly/quarterly reporting requirements including financial variance analysis. 

• Assist Property Manager with annual budget preparation and ensure that all entries are appropriately reflected in Yardi.

• Prepare and review all relevant tenant letters and documentation for annual prebills, year-end tenant recoveries, and new tenants.

• Process and monitor purchase orders and invoices in Yardi in a timely manner to meet deadlines for AP cutoff.

• Prepare monthly accruals for review by property manager.

• Process monthly invoices for tenant charge backs.

• Tenant account reconciliation to ensure accounts are properly set up including charge backs and credits applied. 

• Resolve tenant accounts and other issues with Real Estate Accounting & Lease Administration.

• Management of tenant account receivables including collection of outstanding arrears on a timely basis.

• Assist the Property Manager in monitoring cost control projects monthly to ensure their accuracy and that the appropriate approvals are in place. Review Lease set up charges and monthly rent rolls for accuracy.

• Set up and monitor capital jobs, as well as processing project invoices and change orders in capital project tracking system Procore.

• Assist in maintaining property-specific emergency procedures and make periodic updates to the tenant and construction manuals.

• Act on behalf of the Property Manager in his/her absence and advise on actions taken.
• Participate in charity, tenant appreciation and property events. Contribute ideas and suggestions for various marketing plans, promotion events, etc. for specific property.

• Serve as backup to administrative assistant for tenant service requests to be addressed by Building Operations and follow up to make sure that issues are resolved effectively and on a timely basis.

• Other job duties as reasonably assigned.

Sound like you? To apply, you must be/have:

• Post-secondary education preferred.
• Accounting/financial background preferred.

• Working knowledge of MS Office applications and Yardi experience is an asset.

• Good interpersonal, communication and team skills.

• Aptitude for servicing tenants with the ability to see both the customer’s perspective and the impact on the organization.

• Ability to multi-task and prioritize to meet changing demands and expectations of clients.

• 2 to 3 years’ experience in commercial property administration, or with similar financial background.

Our business in Canada

Our Canadian business is one of our fastest growing markets – we have grown by 1,000% since 2012, from both employee and revenue perspectives. With 10 corporate offices across the country and a diverse workforce exceeding 1,700 employees, we manage over 90 million square feet of space for our clients. 

In Canada, we are committed to staying ahead of the rapid changes to our industry driven by continued advances in technology and data, by new work and lifestyles, and by some sustained global macro trends. Beyond is our strategic vision to equip and position our business for continued long-term profitable growth over the next decade, enhancing our leading position, providing best-in-class services to our clients, and creating inspiring and rewarding career paths for our people.

Estimated compensation for this position:

This range represents the estimated base salary and actual compensation may differ. Final base salary is determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations. Some roles and employees may be eligible for discretionary bonuses, benefits, or other compensation.

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at View email address on canada.jobradars.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.