Property Administrator
Gemini Tower | 2140 Baseline Road, Ottawa, ON
Reports to - VP, Property Management
Location On-site — 2140 Baseline Road, Ottawa (Nepean)
Employment type - Full-time, permanent
Department - Property Management — Residential Operations
Portfolio context - 267-unit purpose-built rental high-rise (stabilized)
Position Summary
The Property Administrator is the operational and administrative backbone of Gemini Tower, a 267-unit stabilized residential high-rise. Working alongside the VP of Property Management, leasing team, and superintendent, the role owns the accuracy of the building's financial, lease, and resident records in Yardi and manages the day-to-day administrative workflow that keeps the property running. This is a detail-driven position for someone who takes ownership of clean data, timely collections, responsive resident service, and audit-ready compliance.
The successful candidate thrives on process, keeps systems current in real time, and serves as a dependable first point of contact for residents, vendors, and colleagues. As Gemini Tower brings CRM IQ online, this role is central to keeping the property's operations running smoothly.
Key ResponsibilitiesFinancial Administration, AR & Collections
- Post monthly rent and recurring charges accurately and on schedule in Yardi; reconcile discrepancies before month-end.
- Own the arrears process — monitor delinquency daily, execute the collections follow-up cadence per SOP, issue notices, and escalate to the Property Manager where required.
- Process resident payments, adjustments, credits, and refunds; maintain accurate ledgers and deposit records.
- Code vendor invoices to the correct GL accounts, route for approval, and track against the operating budget.
- Support month-end close, AR reporting, and ownership reporting inputs (rent roll, delinquency, occupancy).
Lease & Resident Administration
- Prepare, issue, and file lease agreements, renewals, N-forms, and addenda; ensure every executed document is captured correctly in Yardi.
- Coordinate move-ins and move-outs — scheduling, key/fob issuance, inspection paperwork, and deposit reconciliation.
- Administer parking, storage locker, and amenity assignments and their associated charges.
- Maintain accurate, complete resident files and contact records; process address, contact, and tenancy changes.
Systems, Data Integrity & CRM IQ
- Serve as the building's Yardi power user — keep records complete, accurate, and audit-ready at all times.
- Support the CRM IQ rollout: maintain lead, prospect, and resident data hygiene, and ensure lease pipeline records reconcile between CRM IQ and Yardi.
- Generate and distribute recurring reports and support ad-hoc data pulls for the Property Manager and ownership.
Compliance & Reporting
- Ensure administrative practices comply with the Residential Tenancies Act, RGI/affordability requirements, and company policy.
- Maintain organized records for insurance, fire safety, and regulatory documentation, supporting the Property Manager on inspections and audits.
Resident Experience & Front-of-House
- Act as a professional, welcoming first point of contact for residents, prospects, and visitors — in person, by phone, and by email.
- Intake and log service requests, route work orders to the maintenance team, and close the loop with residents on status.
- Manage parcel handling, notices, resident communications, and community bulletins in coordination with the marketing and retention leads.
Administrative & Team Support
- Manage office administration — supplies, filing, correspondence, and vendor scheduling.
- Provide administrative support to the leasing and retention teams during renewal and lease-up cycles.
- Contribute to continuous improvement of SOPs and administrative workflows across the property.
QualificationsRequired
- 2+ years of administrative experience in residential property management, real estate, or a comparable fast-paced administrative role.
- Proficiency with property management software (Yardi strongly preferred) and Microsoft Office, particularly Excel.
- Strong working knowledge of accounts receivable, collections, and basic bookkeeping principles.
- Excellent written and verbal communication and a professional, service-oriented manner with residents and vendors.
- Exceptional attention to detail, organization, and the ability to manage competing deadlines independently.
- Working knowledge of the Ontario Residential Tenancies Act.
Preferred
- Experience in a high-rise or large multi-residential portfolio (200+ units).
- Experience with CRM platforms for leasing (CRM IQ / DashQ or similar).
- Bilingualism (English/French) is an asset.
Core Competencies
- Ownership. Accuracy & accountability — treats clean data and timely records as non-negotiable.
- Proactivity. Anticipates issues, follows process, and closes loops without being chased.
- Communication. Calm, clear, and professional under pressure with residents and colleagues alike.
- Prioritization. Balances competing priorities across financial, lease, and resident workflows.
- Integrity. Discreet with sensitive resident, financial, and compliance information.
Working Conditions
- On-site role based in the Gemini Tower management office, 2140 Baseline Road, Ottawa.
- Standard business hours, Monday to Friday; occasional flexibility around month-end, move-in/move-out cycles, and resident events.
- Primarily office-based with periodic movement throughout the building; occasional lifting of documents and supplies.
- Fast-paced environment with regular resident and vendor interaction.
Growth & Development
Theberge Group invests in its people. This role offers a defined progression path within a growing Ottawa portfolio, with company support for relevant professional credentials.
- Year 1: Entry / core mastery — full command of Yardi administration, AR, and lease workflows.
- Year 1–2: Credential support toward RECO registration or an accredited property administration / RPA pathway.
- Beyond: Progression toward Senior Property Administrator or Assistant Property Manager as the portfolio grows.
What We Offer
- Competitive salary commensurate with experience.
- Comprehensive health and dental benefits.
- Company-supported professional development and industry credentials.
- Free on-site parking.
- Free on-site gym.
Pay: $55,000.00-$60,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Life insurance
- On-site gym
- On-site parking
- Paid time off
Work Location: In person
