Salary: $55,000 - $60,000

Reporting to the Director of Property Management, the Property Administrator will provide administrative support and assistance to the Property Management Team. The Property Administrator is responsible for a range of tasks for a portfolio of residential and commercial properties.

You will handle various responsibilities, including but not limited to:

• Team Calendar Management
  • schedule maintenance techs, schedule repairs, suite turn work, meeting bookings
  • Monitor calendars to ensure team keeps on task
• Tenant Communication
  • Check and respond to all emails received by Property Management.
  • Prepare Notices to Tenants for upcoming projects, procedure changes, water shutdown, and 24-hour access notices.
  • Respond to minor tenant disputes with regulated pre-approved correspondence (noise complaints, garbage pick-up, groundskeeping), and notify the proper manager.
  • Distribute communication to tenants as instructed by the Management Team.
  • Communicate with tenants as required (work completed follow up, work scheduled dates, etc).
  • Schedule Maintenance Manager to complete unit inspections for vacating tenants
• Accounting
  • Notify PM's of any urgent matters that may come in while the PM is on the road.
  • Work alongside the Property Manager for rent collection
  • Deliver chargeback invoices to corresponding tenants, and follow up accordingly.
  • Code contract invoices as per approved budget and GL codes.
  • Process credit card statements as necessary.
  • Prepare Notice of Defaults, Bailiff Letters, and Residential eviction notices.
  • Prepare Notice of Rent Increase – Residential units with list coming from PM team.
• Administrative
  • Organize property management files on the server to ensure items can be found accordingly.
  • Scanning and processing documents as needed.
  • Update emergency contact details for after-hours contractors.
  • Create and circulate DocuSign for contracts, lease agreements.
  • Process credit checks for new tenants
  • Assist with mailouts
  • Administer meeting minutes
  • Assist the Office Manager and receptionist with covering phones, and answering the doorbells as needed.
  • Maintain spreadsheets for tenant insurance, fire safety, tenant/contractor emergency contacts, etc.
• Leasing
  • Post and monitor ads for upcoming residential vacancies, schedule unit showings, and attend.
  • Process residential applications based on department protocol.
  • Process vacate notices for residential – close out tenant file, update spreadsheets
  • Prepare Commercial Lease Agreements, Renewals & Lease Proposals.
  • Prepare Residential Lease Agreements and corresponding documents.
  • Create Commercial Lease Abstracts for renewals.
  • Schedule contractors for residential suite turn work.

Qualifications;

• Minimum 3 years of Property Management experience, preferably with a mixed portfolio is required;
• Exceptional written and oral communication skills;
• Excellent organizational skills with a strong ability to multi-task;
• Strong command of MS Office products: Outlook, Word, Excel, PowerPoint;
• Detail-oriented
• Strong follow-up skills.
• Experience with Yardi property management systems is considered an asset.