Job Description

POSITION: Commercial Property Administrator

DEPARTMENT Aquilini Properties

REPORTS TO Property Manager(s)

Reporting to the Property Manager, the Commercial Property Administrator will be responsible for supporting the financial and administrative operations across a portfolio of commercial properties, including office, retail, industrial, and mixed-use assets. This role will focus heavily on property management system administration, Common Area Maintenance (CAM) reconciliations, recoveries, lease administration, and accounting support, ensuring accuracy, compliance, and a high standard of service for both internal stakeholders and tenants.

COMPANY PROFILE:

Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports and entertainment, renewable energy, aquaculture, tourist attractions, restaurants and food and beverage industries.

Key Responsibilities:

· Administer the property management software system, entering new tenancies, charges, invoices, and payments.

· Prepare and complete annual CAM statements and reconciliations and tenant recoveries in accordance with lease agreements.

· Analyze property operating expenses and ensure proper allocation of costs across tenants.

· Maintain and update tenant lease abstracts including rent schedules and recoverable costs.

· Assist in preparation of annual operating budgets and forecasts.

· Ensure accurate setup of tenants and charges within property management systems.

· Managing tenant insurance and business license documentation within Yardi

· Coordinate with accounting team for invoicing, collections, and reporting.

· Review invoices for coding accuracy and recoverability.

· Support monthly and quarterly financial reporting packages.

· Respond to tenant inquiries related to Rent, CAM charges and billing.

· Assist in year-end audit processes and documentation preparation.

· Collaborate with property management and operations teams.

· Maintain organized financial and lease documentation records.

· Identify process improvements and cost control opportunities.

· Perform related duties as required.

Skills and Requirements:

· 3–5 years of experience in commercial property administration with CAM focus.

· Strong understanding of commercial leases and recoverable costs.

· Proficiency in, reconciliations, and budgeting.

· Experience with Yardi, Prism, or similar property management systems.

· Advanced Excel skills a plus (pivot tables, lookups).

· High attention to detail and accuracy.

· Strong organizational and problem-solving skills.

· Ability to manage multiple priorities and deadlines.

· Excellent communication and interpersonal skills.

· Basic accounting knowledge (designation is an asset).

· Ability to work independently and in a team environment.