Community Administrator

About Us:

At Regional Group, we're not your typical real estate company we're innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. Today, we boast a $5+ billion pipeline of commercial, mixed-use, and residential projects in various stages of development in Ontario and Quebec. Additionally, our management portfolio includes over 2.9 million square feet of commercial space and 2,000 residential units. Through our homebuilding division, eQ Homes, we consistently create visionary, award-winning communities that lead the way in home innovation and sustainable living initiatives.

About the Role

This position requires providing support for a portfolio of communities including office and financial administration efforts, assist the Community Manager with Resident and Legal Administration support, and assist the overall management team with other tasks and assignments within the defined or implied scope of the position.

Key Responsibilities:

AP/AR Oversight:

• Tracks, monitors, and maintains Accounts Receivable including sending notices of balance/credit to residents and providing delinquency reporting.
• Supports AP with invoice processing as needed by tracking all invoices, license renewals, and contract renewals ensuring and supporting prompt payment.
• Supports PO creation and receipt process.
• Provides vendor support for researching and escalating payment issues.
• Works with AP and Accountant to ensure budget performance and compliance.
• Escalates negative impact issues to Community Manager/Director.

Office Administration and File Management:

• Provides administrative support to the on-site office, answering phone calls, assisting residents, attending to concerns/complaints and/or escalating to Community Manager as appropriate.
• Receives and files all resident/management documents/communication in the proper community file system.
• Audits community files for accuracy, maintaining 95% or higher insurance and demographic compliance. Connects with residents to ensure documentation received is accurate and valid.
• Supports technological systems (Yardi, 1Valet, Salto, etc.) for residents or staff.
• Assists Community Manager/Director with budget preparation and adherence to budget.
• Creates rent receipts as requested from residents for monthly payments.
  

Resident and Legal Administration:

• Prepares and obtains signatures from Community Manager for notices, then deliver notices in accordance with theResidential Tenancies Actand Landlord Tenant Board (LTB) processes.
• Manages N9 receipt, including posting the notice and coordinating with Community Representative for new leasing of suite.
• Inspects vacated suites post-move out, photographs damage beyond normal wear and tear and provides AR Clerk with final move out charges for posting.
• Sends resident information to accounting (for refund) or initiates collections process (for balance due).
• Maintains turnover schedule with maintenance, updating ready dates on a weekly basis.
• Prepares, and delivers rent receipts upon request.
• Monitors and updates Rentable Items.
• Performs other duties as directed by leadership, or as the position evolves.

About you

• 3+ years Residential Property Management an asset.
• Working knowledge of Yardi Voyager 7s accounting and invoicing processes a requirement.
• Knowledge of Rent Cafe is and experience with 1Valet an asset.
• Ability to work autonomously.
  
• Excellent organizational and technological skills.
• Thorough working knowledge of Word, Excel, Power Point, Chrome.
  
• Strong written and verbal communication skills.
• The ability to multitask, prioritize assignments, and maintain attention to detail in a fast-paced environment.
• Friendly, engaging and a positive personality.
• Bilingualism is an asset.

Why Join Us:

• We empower our people to strive for creativity, uniqueness, and distinction.
• We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement.
• We take pride in shaping real estate in Ottawa for over 60 years
• Enjoy competitive pay, incentives, and tuition reimbursement to support your personal and professional growth.
  
• Benefit from 15 paid vacation days plus additional PTO to ensure a healthy work-life balance.
• Thrive in a supportive environment with ample growth opportunities to nurture your career.
• Our driven values are Integrity, Commitment, Innovation, Attention, Balance, Gratitude, and Leadership.

Regional Groupis an equal-opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs.