Property Administrative Assistant
Location: Newmarket, ON
Job Type: Full-Time (36.5 hours per week)
Reports To: Property Manager/Administrator
SEEKING AN ORGANIZED AND PROFESSIONAL ADMINISTRATIVE ASSISTANT
We are seeking a detail-oriented, professional Administrative Assistant who is committed to providing excellent administrative support, tenant service, and day-to-day office coordination. In this role, you will support the Property Manager/Administrator by handling communications, maintaining accurate records, coordinating office activities, and helping ensure the smooth operation of a non-profit housing organization.
The ideal candidate is organized, discreet, and confident communicating with tenants, contractors, Board members, staff, and the public. You will assist with inquiries, documentation, scheduling, filing, meeting preparation, tenant-related administration, and operational follow-up while maintaining professionalism and confidentiality at all times.
If you thrive in a busy office environment, enjoy supporting residents and community-focused operations, and take pride in accurate, responsive administrative work, we invite you to join our team.
About the Role
We are seeking a highly organized and professional Administrative Assistant to support the Property Manager/Administrator with tenant communications, office administration, records management, meeting coordination, and day-to-day property operations. The successful candidate will be a key point of contact for tenants, contractors, Board members, staff, and the public, helping ensure efficient, responsive, and confidential service within a non-profit housing organization.
Hours of Work
Monday to Friday: 8:15 a.m. – 4:30 p.m. Onsite – 36.5 hours per week
Key Responsibilities
· Serve as a primary point of contact for tenants, contractors, office visitors, Board members, staff, and telephone inquiries.
· Receive, document, and respond professionally to inquiries, concerns, and complaints by phone, email, and in person.
· Monitor and manage the organization’s general email account, ensuring timely follow-up and appropriate responses.
· Assist with Rent-Geared-to-Income (RGI) annual reviews, documentation, tenant follow-up, and subsidy-related administration.
· Coordinate maintenance requests, work orders, contractor communications, tenant notices, and related administrative follow-up.
· Maintain office supplies and assist with tracking maintenance and cleaning supply inventories as required.
· Support administrative tracking and recordkeeping related to Occupational Health and Safety and WHMIS requirements.
· Prepare Board meeting packages, coordinate meeting logistics, record minutes, and maintain related files.
· Maintain administrative records for building access systems, site locks, and keys.
· Assist with maintaining and updating the Fire Safety Plan and related records.
· Support tenant applications, waiting lists, move-ins, move-outs, transfers, inspections, and related documentation.
· Obtain quotes, prepare purchase orders, maintain filing systems, and safeguard confidential records.
· Assist with property safety reporting, emergency communications, and administrative support during urgent situations as required.
· Provide occasional operational support during severe weather or urgent site needs, as directed.
· Perform additional administrative and operational duties as assigned by the Property Manager/Administrator.
Qualifications
Required
· Demonstrated discretion, professionalism, confidentiality, tact, and diplomacy.
· Grade 12 diploma or equivalent.
· Minimum two (2) years of administrative experience, including proficiency with Microsoft Word, Excel and internet search engines.
· Excellent command of English verbal and written communication skills.
· Strong interpersonal skills and the ability to communicate effectively with tenants, Board members, contractors, staff, and the public.
· Ability to work independently, manage competing priorities, and collaborate within a team environment.
Preferred
· Knowledge of the Residential Tenancies Act.
· Experience using NewViews software in a non-profit housing environment.
· Experience using HM Worx.
· Previous administrative experience in social or non-profit housing.
· Knowledge of the Housing Services Act.
· Knowledge/experience with the Landlord Tenant Board.
What We Offer
· Meaningful work supporting residents, tenant services, and the broader community.
· A collaborative and supportive work environment.
· Opportunities to contribute to effective housing operations, administration, and resident support.
· Salary starting at $40,000 per year
· Dental care
· Disability insurance
· Extended health care
· Life insurance
· On-site parking
· Paid time off
· Vision care
How to Apply
Interested candidates are invited to submit their resume and cover letter to by Monday, July 20, 2026.
We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.
Pay: From $40,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Application question(s):
- Are you legally eligible to work in Canada?
- Do you or will require employer sponsorship to continue to work in Canada?
- How would you rate your efficiency with Word, Excel, Outlook and internet browsers?
- Do you have work experience in the residential rental sector?
Experience:
- office administration: 2 years (preferred)
Work Location: In person
