Purpose and Scope
Property Administrators are responsible for providing administrative support to the Property Managers overseeing operations at our client properties. This is an office-based position, but can include occasional on-site work as required to support tenant needs and the on-site staff.
Lease Administration
· Assist the site teams in screening and processing rental applications.
· Prepare and transmit lease documentation, coordinate execution and signatures, and keep the Yardi Voyager databases up-to-date and accurate.
· Prepare move-in and move-out statements and account reconciliations for tenants.
· Assist the property manager with monitoring lease compliance, insurance status, and expiry dates of Tenants, issuing notices and renewal invitations as appropriate.
· Prepare market survey reports and recommend
Accounting Support
· Assist in the preparation of monthly reports to clients on the financial health of their assets.
· Issue purchase orders, process invoices for payment, and deal with vendor and procurement issues as they arise.
· Monitor tenant arrears, issue notices, and follow-up on payment as directed by the Property Manager.
· Prepare tenant statements, review accounts, and work collaboratively with the Accounting team to ensure accurate records.
Correspondence / Communication
· Draft letters, reports, and correspondence by e-mail, MS Word/Excel, or as required.
· Communicate effectively with Tenants, clients, and other team members using various media.
· Assist with maintaining and monitoring advertising for the properties, adjusting as directed.
General Administration
· Maintain both digital and paper records in a well-organized system.
· Establish a daily, weekly, and monthly routine in cooperation with the Property Manager and site teams.
Expectations
- This role demands strong administrative skills, superior time management, and a willingness to learn. While most work will be done in our head office, occasional on-site work may be needed to provide coverage or assistance to the resident managers, especially at busy month-end periods.
- The duties of a Property Administrator encompass all facets of administering a multi-property portfolio efficiently and effectively, with the highest regard to the satisfaction of the tenants and our client property owners.
- The duties listed here are not a complete list – the Property Administrator needs to be adaptable and flexible to the changing needs of the properties, and work as a team with the Property Manager, accountants, and site staff to ensure property records are complete, accurate, constantly updated, and always.
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Tuition reimbursement
- Wellness program
Work Location: In person
