RioCan Real Estate Investment Trust

Administration

• Assist the Sr. Property Manager in collecting and entering monthly rents and tenant sales and maintaining current A/R notes and records;
• Maintain and update tenant contacts, files and other files/trackers as necessary;
• Formulate and distribute tenant letters, memorandums, rental advice notices, default/demand notices, year end reconciliations and all other correspondence as necessary;
• Coordinate tenant welcome packages and tenant portal (RioCan Connect) set up;
• Attend operations and tenant meetings and record meeting minutes as required;
• Assist in resolving tenant issues and provide additional assistance in resolving day-to-day issues as required;
• Maintain accounting and invoicing procedures in conjunction with Head Office, including processing supplier invoices, creating/entering purchase orders, preparing monthly tenant statements of account, tenant chargeback invoices and reconciliations, cheque requisitions, stop billings, rent rolls, and other related reporting;
• Assist with preparation and tracking of annual budget workbook including utility register and contract list. Maintain workbooks as changes occur throughout each budget year;
• Maintain certificates of insurance for tenants;
• Maintain certificates of insurance and WCB letters for contractors;
• Arrange for tenant signage as required and attend related marketing meetings;
• Assist the Property Manager with the preparation of pylon signage, storage, parking and other B&L agreements;
• Assist with the coordination of tenant and shopping centre events;
• Provide general and administrative support including sending/receiving couriers, ordering supplies (kitchen/office), catering orders, office and equipment maintenance coordination;
• Other duties / projects as required.

Property Administrator

Billing Specialist

• Reporting to the Manager, Tenant Billing, the Tenant Billing Analyst ensures accurate billing and compliance with lease provisions related to Common Area Maintenance (CAM), property taxes, and percentage rent.
• Collaborating with property management to resolve tenant inquiries and supporting special projects as needed.

Tenant Billing Analyst – 18 month contract

Accountant

• Reporting to the Manager, Property Accounting; provide financial/accounting assistance to large, complex property portfolios through maintenance and analysis of records/ledgers, preparation of financial statements and reconciliation of property accounts.
• Prepare and post journal entries for expense accruals, mortgage payments, etc.
• Code and approve utility expenses and legal invoices for Accounts Payable; GL coding for cheque deposits by Revenue Control.
• Liaise with Property Managers, Asset Managers, Recovery Accountants and other departments to resolve tenant issues and coordinate tax, assessment and recovery accounting matters.
• Plan and prepare month-end reporting (pre-booking journal entries, accruing revenue for management fees) and prepare month-end reporting packages and management reports.
• Review lease summaries for accuracy and proper accrual of tenant revenue not set up in Yardi.
• Prepare cheque requisitions for property taxes, GST, Promo Fund; perform bank reconciliations, GST remittances, revenue forecasting and cash flow statements.
• Maintain fixed assets set up and disposal; prepare statements of adjustments for property acquisitions; assist with annual budget preparation and budget re-forecasting.
• Prepare and respond to inquiries for interim and annual audits; respond to internal review questions (GROC, A/R, Percentage Rent) and prepare Co-owners statements.
• Generate, post and review automated expense accruals monthly; provide ongoing training and assistance to team members; other duties/projects as assigned.

Property Accountant

Operations

• Provide leadership and guidance to Operations Team and Service Providers. Establish a collaborative, efficient, inclusive, and safe environment. Conduct regular team meetings and coordinate mandatory training sessions;
• Collaborate with immediate team and other departments to deliver exceptional tenant experience. Provide support in providing technical guidance and tenant complaint escalations;
• Develop and implement protocols to ensure that all building systems are operating efficiently and as per design specifications;
• Effectively manage performance of all service contracts including mechanical, electrical, elevators, housekeeping, security, landscaping, life safety, pest control, and snow removal;
• Participate in the preparation and implementation of annual operating and capital budgets. Conduct heuristic study of building systems to develop a comprehensive capital plan. Manage expenditures within budget and provide detail report on monthly variances. Provide business case for any unbudgeted expense and obtain necessary approval as per company policy;
• Forecast and analyze operational data against KPIs and implement corrective actions to meet set targets;
• Assess, develop, and implement energy saving strategies to meet ESG targets and decrease operating cost without compromising tenant comfort and satisfaction;
• Oversee all preventative and predictive maintenance requirements to maximize useful life cycle;
• Participate in the design and execution of all major renovations and repositioning to the portfolio including tenant construction work. Review scope of work and drawings and provide guidance and recommendation;
• Respond to all building emergency situations and direct team to ensure safety occupants and protect the asset. Develop and execute protocols to ensure business continuity and minimize business disruption at the assigned properties;
• Ensure full compliance to all Environmental Health and Safety regulatory and corporate standards;
• Review all building procedures and programs. Provide recommendations on process improvement strategies;
• Oversee all property audits, inspections, and reporting;
• Other duties / projects as assigned.

Operations Manager

• Provide leadership and guidance to Operations Team and Service Providers. Establish a collaborative, efficient, inclusive, and safe environment. Conduct regular team meetings and coordinate mandatory training sessions;
• Collaborate with immediate team and other departments to deliver exceptional tenant experience. Provide support in providing technical guidance and tenant complaint escalations;
• Develop and implement protocols to ensure that all building systems are operating efficiently and as per design specifications;
• Effectively manage performance of all service contracts but not limited to mechanical, electrical, elevators, housekeeping, security services, landscaping, life safety, pest control, and snow removal;
• Participate in the preparation and implementation of annual operating and capital budgets. Conduct heuristic study of building systems to develop a comprehensive capital plan. Manage expenditures within budget and provide detail report on monthly variances. Provide business case for any unbudgeted expense and obtain necessary approval as per company policy;
• Forecast and analyze operational data against KPIs and implement corrective actions to meet set targets;
• Assess, develop, and implement energy saving strategies to meet ESG targets and decrease operating cost without compromising tenant comfort and satisfaction;
• Oversee all preventative and predictive maintenance requirements to maximize useful life cycle;
• Participate in the design and execution of all major renovations and repositioning to the portfolio including tenant construction work. Review scope of work and drawings and provide guidance and recommendation;
• Respond to all building emergency situations and direct team to ensure safety occupants and protect the asset. Develop and execute protocols to ensure business continuity and minimize business disruption at the assigned properties;
• Ensure full compliance to all Environmental Health and Safety regulatory and corporate standards;
• Review all building procedures and programs. Provide recommendations on process improvement strategies;
• Oversee all property audits, inspections, and reporting;
• Other duties / projects as assigned.

• Provide leadership and guidance to Operations Team and Service Providers; establish a collaborative, efficient, inclusive, and safe environment and conduct regular team meetings and coordinate mandatory training sessions
• Collaborate with immediate team and other departments to deliver exceptional tenant experience and support tenant complaint escalations
• Develop and implement protocols to ensure building systems operate efficiently and as per design specifications
• Effectively manage performance of all service contracts including mechanical, electrical, elevators, housekeeping, security services, landscaping, life safety, pest control, and snow removal
• Participate in preparation and implementation of annual operating and capital budgets; conduct heuristic study of building systems to develop comprehensive capital plan and manage expenditures within budget
• Forecast and analyze operational data against KPIs and implement corrective actions
• Assess, develop, and implement energy saving strategies to meet ESG targets and decrease operating cost
• Oversee all preventative and predictive maintenance requirements
• Participate in design and execution of major renovations and tenant construction; review scopes of work and drawings and provide guidance
• Respond to building emergency situations and direct team to ensure occupant safety and asset protection; develop and execute business continuity protocols
• Ensure full compliance to all Environmental Health and Safety regulatory and corporate standards
• Review building procedures and programs and provide recommendations on process improvements
• Oversee all property audits, inspections, and reporting
• Other duties and projects as assigned

• Yardi Business Unit Set-up for Development, CapEx and Tenant Construction projects
• Input, update and track Development, Construction and Renovation budgets
• Support the Development department in Pro-Forma preparation, budgeting and reforecasting
• Collaborate with the Development department in the preparation of monthly/quarterly variance reporting; monitor and reconcile project variances (Budget, purchase orders, cost to date)
• Development Cash-flow update
• Enter Accounting and Procurement Ledger Journal Entries
• Calculate cost to complete and PUD/IPP value splits for IFRS valuation purposes
• Monthly Bank reconciliations
• Monthly HST filing
• Prepare working paper files for submission to internal and external auditors
• Other duties / projects as assigned.

Development Accountant

Customer Support

• Collaborates with and supports the Customer Care Manager in all aspects of warranty administration;
• Organizes and manages the customer experience, including scheduling service appointments;
• Responds promptly to calls and emails during business hours, ensuring timely follow-up and resolution for customers, trade associates, and the warranty team;
• Coordinates and schedules appointments with homeowners, Tarion inspectors, service technicians, and trades as required;
• Maintains strong relationships and effective communication between all stakeholders;
• Conducts Pre-Delivery Inspections (PDI) and Quality Assurance (QA) checks;
• Ensures timely submission of Tarion warranty documentation (30-Day, Mid-Year, Year-End, and Second Year) and handles individual homeowner requests within deadlines;
• Monitors warranty forms daily through the Tarion Builder Link portal;
• Prepares necessary service documents for departmental and service use;
• Clearly explains warranty policies and procedures to homeowners;
• Develops and maintains tracking lists to monitor warranty staff, trade performance, and overall warranty effectiveness;
• Prepares required forms for PDIs, including the Certificate of Completion and Possession;
• Identifies potential issues, escalating them to the Customer Care Manager along with proposed resolutions;
• Open to ongoing training, eager to expand skills and knowledge while also sharing expertise with others;
• Corresponds with homeowners, Property Management, Condominium Boards, and trades within established timelines;
• Communicates with lawyers regarding closing details as necessary.

Customer Care Coordinator

• Position located in Tanger Outlets Ottawa; reports to the General Manager and provides administrative support to ensure smooth day-to-day property operations
• Collecting and entering monthly rents and tenant sales in Yardi
• Review A/R and call tenants for outstanding arrears
• Prepare statement of accounts and correspondences to send to tenants
• Maintain accounting/invoicing procedures with Head Office, process supplier invoices, enter purchase orders into YARDI and prepare monthly tenant service invoices
• Maintain and update tenant lists/files and other files as necessary
• Prepare correspondence as necessary
• Assist the General Manager with preparation and tracking of annual budget and obtaining necessary reports
• Inform manager of any property, tenant or A/R issues
• Prepare and update reports
• Issue default and/or demand notices to tenants for non-payment of rent
• Record and distribute monthly sales figures for tenants reporting
• Prepare and distribute RANs & year end recoveries to all tenants
• Provide general administrative support to the General Manager
• Ensure that RioCan’s Health and Safety policies are routinely assessed at the property level
• Other duties/projects as required