We are currently seeking a Property Administrator for our Smiths Falls, ON property. This is a temporary backfill position with an anticipated duration of approximately 12 - 18 months.
Purpose:
The Property Administrator is a key member of Lépine’s team, responsible for leasing and retention goals while supporting the day-to-day operations of one of our resort-style luxury residences. This role combines a strong leasing and customer service experience, coupled with administrative and operational coordination and a service-driven and results-oriented approach to ensure an exceptional resident experience and optimal occupancy.
Being part of the Property Management team, the Property Administrator helps create a welcoming, polished environment that reflects the quality and prestige of the Lépine brand.
Responsibilities:
Leasing & Occupancy Management
- Actively lease vacant suites to maintain or exceed occupancy targets.
- Respond promptly to all leasing inquiries and maintain consistent follow-up with prospective residents.
- Conduct professional, personalized property tours that reflect the community’s luxury standards.
- Maintain an organized leasing pipeline and support occupancy and revenue objectives through the Lépine leasing cycle.
- Manage the full leasing process, including application coordination, lease preparation, execution, and file management.
- Support leasing priorities by following up with prospective residents outside of standard business hours when required.
- Proactively manage lease renewals to maximize resident retention and minimize vacancy loss, in line with our internal policies and procedures.
- Administer sublets, assignments, and early termination requests.
- Represent the property at open houses, promotional initiatives, and resident engagement events, some of which may occur outside of standard business hours.
Resident Services & Administration
- Serve as the primary point of contact for residents, responding promptly and professionally to resident inquiries and concerns, working collaboratively to resolve issues and maintain a high level of satisfaction.
- Manage the full tenant lifecycle, including onboarding, move-ins and move-outs, transfers, renewals, and terminations.
- Maintain accurate and up-to-date resident records, including contact information, payment details, and emergency contacts.
- Manage building and parking access cards, keys, and fobs, ensuring accurate tracking and documentation.
- Administer monthly rent collection.
- Ensure a positive resident experience while enforcing lease terms and building rules respectfully and consistently.
- Participate in a rotational on-call schedule to support after-hours building emergencies across the Lepine portfolio.
Teamwork Collaboration & Brand Representation
- Share insights related to market activity, resident feedback, and leasing trends.
- Participate in weekly Property Administration KPI meetings.
- Always represent Lépine professionally, including adherence to on-site uniform requirements.
- Contribute to a positive, collaborative team environment aligned with Lépine’s service culture.
- This role requires flexibility to adjust hours periodically to support business needs, including evening or weekend open houses, resident events, and timely follow-up with prospective residents.
Requirements:
- High school diploma or GED required; a diploma in business administration, property management, or a related field is an asset.
- Minimum of 2 years of experience in property management, leasing, hospitality, or a similar customer-facing environment.
- Demonstrated success in customer service and/or leasing or sales.
- Strong organizational, administrative, and time-management skills with a high level of attention to detail.
- Professional communication skills, both verbal and written.
- Self-motivated, proactive, and results-oriented, with a strong sense of accountability.
- Valid driver’s license.
- A background check, including a criminal record check, is required for this role. Any findings will be assessed based on their relevance to the responsibilities of the position.
- Core working hours are typically Monday to Friday, 9:00 a.m. to 5:00 p.m.. This role requires flexibility to adjust hours periodically to support business needs, including evening or weekend open houses, resident events, and timely follow-up with prospective residents.
Role Specific Competencies:
- Resident-centric mindset with personal ownership of the resident experience.
- Strong interpersonal skills and the ability to build positive relationships with residents, prospects, and internal teams.
- Sound judgment and effective problem-solving abilities.
- Ability to manage confidential and sensitive information with discretion.
- Professional presence aligned with a luxury service environment.
Compensation and Benefits:
The hiring range for this position is $55,000–$60,000 per year, based on a 40-hour work week. Final compensation will be determined based on skills, experience, education, and training.
In addition to base salary, this role is eligible for commission on completed lease agreements and renewals, recognizing and rewarding strong leasing performance and contributions to occupancy goals.
At Lépine, we offer a comprehensive total rewards package designed to support your wellbeing, financial security, and work–life balance. This includes:
- Paid vacation
- Paid sick time
- All statutory holidays
- DPSP (Deferred Profit-Sharing Plan) with company contributions to support your retirement savings
- Health Care Spending Account (HCSA) for flexible health and wellness coverage
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by the job holder. They are not an exhaustive list of all the responsibilities/accountabilities of the job; therefore, additional responsibilities may be added from time to time depending on organizational requirements.
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We are an equal opportunity employer and welcome applicants from all backgrounds. We value diversity, inclusion, and a workplace where everyone can thrive. Discrimination of any kind is not tolerated, including on the basis of age, color, disability, gender, gender identity or expression, marital status, national origin, political affiliation, race, religion, sexual orientation, veteran status, or any other characteristic protected by law.
We are committed to providing accommodations for applicants with disabilities throughout the recruitment process. If you require any accommodations, please let us know so we can ensure you have equal access to all opportunities.
To support our recruitment process, we may use technology, including AI-based tools, to help review applications or summarize interview notes. However, all hiring decisions are made by our hiring team—not by automated systems.
Build Quality – Build A Solid Investment
Address: 212 - 555 Legget, Ottawa, ON K2K 2X3
Office: (613) 591-9090
Website: www.lepineapartments.com
