ABOUT THE ROLE
Shape Properties is focused on Making Places that Matter. Shape recognizes that in today’s society, people are seeking destinations that are full of life. There’s more to shopping than what is in the bag. Shape Property Management Corp. is seeking an energetic, enthusiastic Accounts Administrator for its Destination: Deerfoot City, Westhills Towne Centre, Skyview Power Centre, and Emerald Hills District properties in Alberta. If you thrive on fresh ideas and shy away from the conventional, join our young and dynamic team to be an architect of the shopping centre’s engagement strategies.
Primary Job Responsibilities
Accounting
- A/R – daily bank deposit, processing monthly rent cheques, adjustments to tenant accounts and NSF cheques, preparation of account statements and monthly power chargebacks, monthly percentage rent billings, collection of outstanding rents and other receivables, reconciling clearing accounts and security deposit account, preparing write-off forms and cheque requisitions
- Staying current with Accounts Receivable and other issues with tenants and supporting the collection of tenant receivables when initial efforts by the Accounts Receivable department are not successful
- A/P – coding and processing invoices, petty cash and weekly cheques runs, preparing monthly, quarterly, and year-end operation accruals, promotion accruals, utility accruals, specialty leasing accruals, managing void cheques, reconciling the gift card program, and preparing bank transfer request forms
- Budgeting – assist with preparing operations and marketing revenue and expense budgets, review of financial statements, complete monthly variance reports, track utility consumption
Lease and Accounts Administration
- Tenant correspondence – liaising with tenants when they have questions on monthly billings, GLA calculations, yearend recoveries, etc.
- Communicating with tenants to ensure that policies and leases are properly followed, logged, and maintained tenant files, preparing initial rental advice notice and cover letters to tenants, reconciling monthly rent roll, and verifying year-end realty tax and CAM for year-end adjustments
- Monitor vacancies
- Running weekly catchups
- Running lease master listings
- Enter and update new leases, renewals, amendments, PAP setup, lease terminations, and rent changes
- Accurately and timely abstract all fully executed lease and ancillary documents into Yardi Voyager
- Maintain the tenant database in Yardi Voyager
- Assist in the development, documentation, and maintenance of lease admin processing policies and procedures
- Assist with the setup of new properties and tenants on Yardi Voyager
Property Revenue Analyst
- Percent Rent – Monthly billings (LYE, Permanent, TOAs and % in lieu) Accruals, Matching, Updating schedules and reconciling GLAs
- Calculate pre-bill rates for Food Court CAM, CAM, Tax, HVAC, Electricity, Water, etc. – calculation of rates during budgeting and adjustments during forecasting
- Involved with forecasting
- Calculate and post prior year amounts into recoveries
- Reconcile and post recoveries into corresponding accounts – journal entries to re-class recoveries from balance sheet to income statement
- Prepare CAM and Tax accruals
- Prepare year-end adjustments and reconciliation
- Rent Roll – generation vs. posting
- Catchup Billings – review leases, Logs, % rent, other and posting
- Other duties and projects as reasonably required by The Company. Monitoring expenses on a monthly basis, reviewing actual performance against budget and conducting monthly variance analyses, and recommending solutions
- Prepare recurring charges report for Property Manager review
- Post recurring charges to tenant accounts
- Point-person for lease entry related questions
- Prepare and distribute correspondence including tenant letters
- Review all GL coding for capital, operational and miscellaneous payables
- Assisting with year-end tenant statements
- Special projects as may arise
Qualifications
Required Knowledge, Skills, and Abilities
- Must possess excellent organizational, mathematical, and communication skills, and a basic understanding of lease interpretation
- Strong computer skills (Word, Excel) and the ability to work well in a deadline-driven environment
- Knowledge of Yardi and Sage is preferred
Required Training and Experience
- Post-secondary education in Business is preferred
- 2+ years of related industry experience with an emphasis on accounting/bookkeeping