Job Summary
We are seeking a detail-oriented and proactive Property Administrator to join our team. This role is essential in managing property operations, maintaining tenant relationships, and supporting the overall efficiency of our property management team. The ideal candidate will have strong administrative skills, experience with property management software, and excellent customer service abilities. The Property Administrator will serve as a key point of contact for tenants, vendors, and internal teams, ensuring smooth daily operations and effective communication.
Responsibilities
- Address tenant & condo owner maintenance requests.
- Generate work orders and submit to appropriate contractors if applicable
- Schedule maintenance appointments with Tenant as required
- Schedule handyman as required.
- Track maintenance items to ensure completion
- Perform maintenance service follow ups with tenants & contractors
- Enter work order notes, mark as complete. Ensure no outstanding work orders remain in the system.
- Communicate with tenants & owners for any maintenance issues as directed by the property manager.
- Ensure move in inspections are received and all repairs required are completed. Inspections to be saved in tenant G drive file & hard file.
- Process move out inspections and ensure tenant is informed on the actions tenant needs to take prior to vacating. Inspections are to be saved in tenant G drive file & hard file.
- Retrieve quotes for projects as requested by the Property Manager.
- Order any supplies required by the handyman or property manager.
- Create and send any notices and newsletters regarding maintenance items.
- Create or match existing work orders to all invoices to send to property manager for approval.
- Charge any back charges to tenant’s accounts and proceed with collection from tenant.
- Set up and maintain unit files. As additional assets are purchased, copies of all unit specific maintenance invoices are to be placed in these files (electronic & hard copy).
- AR – Monitor AR for all maintenance items and collect all outstanding amounts for tenant back charges or maintenance items.
- Update and maintain parking & locker lists in Yardi & G drive including spot numbers, license plates, make and models.
- Process all Garda extended stay vehicle requests & address any parking violations or issues.
- Update and maintain Property Manager’s and handyman’s schedules.
- Input new vendors into Yardi and update vendor contact information and maintain file (electronic & hard file). Update Vendor list as required.
- Maintain vendor WSIB and Liability Insurance documents if required and request when not current.
- Be on call after business hours, if required, to answer all emergency calls and dispatch the appropriate trade when required.
- Ensure tenant & owner electronic & paper files are kept up to date and organized.
- Maintain Property Management component of the “G” Drive in accordance with Computer User Group guidelines.
- Ensure all filing is complete.
- Receive calls and in person visits from tenants, accept rental payments and follow designated process in handling cash and cheques.
- Receptionist coverage as needed. Greet/assist all visitors, clients, trades, etc. in a helpful and informative manner.
- Assist other team members as requested & required.
- Various other duties as may be required. These duties are subject to change at the sole discretion of Management
SPECIFIC TO CONDOS
- Perform minute taking functions from Condo Board meetings and all other required meetings. Minutes are to be completed with the condo managers set timelines.
- Prepare and send out all notice of meeting packages to owners.
- Ensure property management accountant is provided copies of all condo contracts.
Qualifications
- Proven experience with property management software such as Yardi or similar platforms
- Strong office experience including data entry, filing, and administrative support
- Excellent customer service skills with professional phone etiquette
- Knowledge of property management practices, including leasing procedures and tenant relations
- Ability to handle multiple tasks efficiently in a fast-paced environment
- Strong organizational skills with attention to detail
- Excellent communication skills both written and verbal
This role offers an opportunity to be an integral part of a dynamic property management team dedicated to excellence in service delivery.
Pay: $50,000.00-$53,000.00 per year
Benefits:
- Dental care
- On-site parking
Work Location: In person
