Job Overview
We are seeking a detail-oriented and proactive Property Administrator to join our team. The ideal candidate will play a vital role in managing property operations, maintaining excellent tenant relationships, and supporting the overall efficiency of our property management functions. This position offers an opportunity to work in a dynamic environment where organizational skills and customer service excellence are highly valued.
Key Responsibilities:
Tenant Communication & Portal Management
- Manage the Concierge Plus portal for both properties, including responding to maintenance requests within 24 hours.
- Coordinate contractor scheduling with Property Manager and provide entry notices to tenants.
- Issue announcements and notices of entry through email or portal.
- Oversee amenity bookings, track deposits, and coordinate with accounting for refunds.
Lease Administration
- Organize lease files once approved by head office, ensuring all required documents (e.g., PAD forms, parking agreements, insurance) are collected and filed.
- Coordinate utility setup with Wyse and send welcome packages to new tenants.
- Set up tenant profiles in Concierge Plus and update documents in Yardi.
- Follow up on tenant insurance and schedule key pickup appointments.
Parking Management
- Prepare and submit monthly parking reports to accounting.
- Conduct regular parking audits and manage registration of tenant vehicles.
- Process parking agreement requests, assign spots, and handle EV charger setup with Wyse and the EV dashboard.
- Manage parking cancellation and updates.
Move-Out Process
- Review and validate N9 forms, confirm lease term completion, and coordinate with accounting.
- Communicate move-out approval and provide detailed move-out instructions to tenants.
- ·Schedule and track pre-move-out inspections and collect forwarding details.
- Pre-Move-Out Inspections
- Conduct unit inspections, documenting damage through detailed photos and written reports.
- Issue chargebacks for damages, communicate with tenants, and follow up on payments.
Chargeback Administration
- Identify and process chargebacks for lease violations (e.g., garbage disposal, smoking).
- Issue invoices and maintain communication with tenants until payment is received.
Occupant Add/Remove Requests
- Manage documentation and insurance validation for occupant additions or removals.
- Update records and ensure compliance with building requirements.
Access & Payment Changes
- Handle tenant requests for replacement/additional fob or mail keys.
- Prepare key signing agreements and communicate payment details to accounting.
- Process changes to PAD (Pre-Authorized Debit) agreements and submit to accounting.
Complaint & Incident Management
- Respond to complaints related to noise, deliveries, and unit issues. Investigate incidents via unit inspections, review of security footage, or tenant reports.
- Draft warnings, notices, and chargebacks in consultation with the Property Manager.
Tenant Insurance Compliance
- Monitor active tenants for lapsed or cancelled insurance policies.
- Send breach notices and follow up to ensure valid insurance is received and recorded in Property Management System.
Core Competencies:
Attention to Detail – Ensures all documentation is complete, accurate, and filed appropriately.
Customer Service – Provides a high level of responsiveness and care in tenant interactions.
Initiative – Proactively follows up on tasks and tenant issues.
Problem Solving – Handles complex tenant issues and complaints with tact and resourcefulness.
Collaboration – Works closely with the Property Manager and accounting team for smooth operations.
Qualifications
- Proven experience with Office software applications such as Word and Excel.
- Prior administrative experience in property management or real estate is preferred.
- Familiarity with Building Stack or similar property management systems is highly desirable.
- Strong organizational skills with attention to detail for accurate data entry and record keeping.
- Excellent customer service skills coupled with professional phone etiquette.
- Knowledge of property management practices, including lease administration and maintenance coordination.
- Ability to negotiate effectively with tenants, vendors, and service providers.
- Experience in sales or customer relationship management is a plus.
- Ability to handle multiple priorities efficiently in a fast-paced environment. This role is essential for ensuring smooth property operations while fostering positive relationships with tenants and stakeholders. We seek motivated individuals who are eager to contribute their skills in a professional setting dedicated to excellence in property management.
This role is ideal for motivated individuals seeking a dynamic career in property management. Candidates should demonstrate professionalism, reliability, and a proactive approach to their work.
To apply for this posting please submit a copy of your resume and cover letter.
Vrancor Property Management is an equal opportunity employer and we would like to thank all applicants for their interest. Only those applicants under consideration will be contacted.
For additional information on our organization, please visit us at www.vrancor.com. Vrancor Property Management would like to hear from all interested candidates; accommodations are available throughout the recruitment process and the duration of employment.
Vrancor Property Management is committed to accommodating applicants’ needs in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and under the Ontario Human Rights Code throughout the selection process. If you require a disability–related accommodation to participate in the recruitment process, please email us or let the Recruiter know during the screening process.
Pay: $17.60-$18.50 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- RRSP match
- Vision care
Work Location: In person
