Administrative Assistant
Full Time
We are seeking a reliable, organized, and detail-oriented Administrative Assistant to provide administrative and operational support for our property management operations. This position will also be responsible for handling the day-to-day duties associated with residential leasing, including rental inquiries, applications, tenant screening, lease preparation, and coordination of property viewings.
The ideal candidate is responsive, professional, highly organized, and comfortable communicating with prospective tenants, tenants, landlords, contractors, the Project Manager, Maintenance Team, and other stakeholders. The successful candidate must be able to manage multiple priorities, maintain accurate records, and provide excellent customer service while working independently and as part of a team.
Key Responsibilities
Administrative & Property Management
- Prepare and process Purchase Orders as required.
- Prepare, coordinate, monitor, and close Work Orders, ensuring all required information and documentation are complete and accurate.
- Coordinate repairs and maintenance requests with the Project Manager and Maintenance Team.
- Follow up on outstanding repairs, maintenance requests, Purchase Orders, and Work Orders as required.
- Maintain accurate and organized administrative, property, maintenance, and tenant records.
· Answer incoming phone calls, respond to inquiries, and direct calls to the appropriate person or department.
- Perform data entry, scanning, filing, record keeping, and other general administrative duties.
- Communicate professionally with tenants, landlords, contractors, vendors, prospective tenants, and internal team members.
- Assist with general property management and office administration tasks.
- Perform all other administrative tasks and duties as assigned.
Residential Leasing
· Respond promptly to inquiries from prospective tenants and rental applicants, providing relevant property, rental, and application information and addressing follow-up questions as required.
- Review rental applications and supporting documentation for completeness and accuracy.
- Process applicant credit checks and other required screening.
- Evaluate rental applications and communicate recommendations and status updates with the landlord and/or Property Manager.
- Contact applicants regarding the status of their applications and request any required follow-up information or documentation.
- Coordinate property viewings with the Property Manager and Maintenance Team.
- Prepare residential lease agreements and related leasing documentation.
- Maintain accurate rental application, leasing, and tenant records.
- Follow up with prospective tenants as required throughout the application and leasing process.
- Monitor and maintain Kijiji rental advertisements, including responding to inquiries and keeping listings accurate and up to date.
- Assist with general tenant and landlord communication related to the leasing process.
- Perform other leasing-related and property management duties as assigned.
Qualifications
· At least 2 years of experience as an Administrative Assistant or in a similar administrative role in property management or the construction industry.
· Preferably with knowledge and experience with property management software, such as Yardi and Spectra.
· Knowledge and experience with property repairs and maintenance
- Familiarity with Purchase Orders, Work Orders, property maintenance coordination, and property management processes
- Ability to maintain a high level of accuracy while handling multiple applications, administrative tasks, and leasing activities.
- Strong communication, interpersonal, and customer service skills.
- Excellent organizational skills and attention to detail.
- Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities effectively.
- Strong follow-up, coordination, and problem-solving skills.
- Ability to handle confidential applicant and tenant information professionally.
- Comfortable working independently and as part of a team.
- Professional telephone and email communication skills.
- Proficiency with standard office software and administrative systems.
· Must be legally authorized to work in Canada.
Work Location: In person
