We are seeking a highly organized, detail-oriented, and professional Administrative Coordinator to support the daily operations of a growing, affordable housing portfolio. This position is ideal for someone who enjoys working in a fast-paced environment, has strong administrative skills, and is passionate about providing excellent service to tenants, contractors, and community stakeholders.
Key Responsibilities
Administrative Support
- Answer and direct incoming phone calls professionally and efficiently.
- Prepare and issue 24-hour entry notices, lease compliance letters, tenant correspondence, and property notices.
- Sort, distribute, document, and maintain incoming and outgoing mail.
- Maintain accurate electronic and physical filing systems.
- Perform data entry and data management within Yardi and other property management software.
- Prepare reports, spreadsheets, and documentation for management review.
- Assist with after-hours call documentation and follow-up.
Tenant Services & Lease Administration
- Respond to tenant inquiries and maintenance requests in a timely and professional manner.
- Maintain tenant files, inspection records, and compliance tracking.
- Support tenant chargebacks and related documentation.
- Prepare and distribute tenant notices, letters, updates, and community event communications.
- Assist with lease compliance monitoring and documentation
Maintenance & Contractor Coordination
- Assist with scheduling, coordinating and documenting maintenance, repairs, pest control services, and contractor appointments.
- Update Yardi with maintenance visit details, contractor notes, invoices, and quotations.
- Track work orders to completion and coordinate appointment rescheduling when required.
- Post maintenance notices and community updates on RentCafe and property bulletin boards.
- Property Operations Support
- Assist with coordinating and scheduling property inspections and documentation.
- Maintain records related to municipal, provincial, and federal housing compliance requirements.
- Assist in maintaining accurate records of maintenance requests, complaints, inspections, and property standards concerns.
Qualifications
- Minimum 2 years of administrative experience, preferably in property management, housing, real estate, or a related field.
- Experience with Yardi, RentCafe, or similar property management software is considered an asset.
- Excellent verbal and written communication skills.
- Strong organizational skills with exceptional attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to handle confidential information professionally.
- Strong problem-solving skills and ability to manage multiple priorities.
- Knowledge of residential property management practices is considered an asset.
- Valid driver's license and reliable transportation preferred.
Pay: $45,000.00-$60,000.00 per year
Work Location: Hybrid remote in Kitchener, ON N2E 2Y5
