The Role

The Property Administrator provides administrative & operational support to the Property Management and Asset Management team, to ensure smooth operations of our portfolio of multi-family residential properties.

Reporting to the Director, Asset Management, you will be responsible for tenant communications, lease administration, and general office support. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Administrative Support

• Utilize PropertyVista to maintain accurate and up-to-date records of tenant files, leases, and correspondence
• Support Property Management team in preparing and distributing notices, letters, and other tenant communications
• Assist on-site property staff with onboarding new tenants, including lease documentation and move-in coordination
• Support with tracking and updating insurance certificates, lease expirations, and rent increases
• Maintain organized records of all legal communications, filings, and outcomes. Ensure all legal notices and tribunal documents are properly stored, accessible, and compliant with privacy and legal retention requirements

Tenant Relations

• Support Property Management team with tenant inquiries in a professional and timely manner
• Track maintenance requests, as well as following up to ensure completion, quality control, and reporting
• Support rent collection and issue payment reminders or late notices when required
• Prepare, issue, and serve Landlord and Tenant Board (LTB) legal notices in accordance with local Residential Tenancies Act and company policies
• Manage the full legal process for non-compliant tenancies and dispute resolution in coordination with our external Paralegal. This includes preparing documentation, maintaining communication, attending virtual hearings as required, and ensuring timely follow-up on all legal matters

Lease and Financial Administration

• Enter and update lease information into property management software
• Process rent payments, bank deposits, and petty cash reimbursements as needed
• Accurately manage payment entries and reconciliations with bank accounts & CRM software
• Track and manage post-tenancy arrears files, as well as. monitor outstanding balances and update internal systems to reflect repayment progress, settlements, or write-offs
• Assist with preparing monthly reports, rent rolls, and expense summaries

Qualifications and Skills

• Diploma or degree in Business Administration, Property Management, or a related field preferred
• Minimum two years of property administration experience, preferably in multi-family residential
• Proficiency with Microsoft Office Suite and property management software (preferably Yardi and/or PropertyVista)
• Clear and collaborative communication, comfort speaking with a diverse range of people virtually, over the phone, and in-person, and strong interpersonal skills
• Ability to work independently, as well as managing tasks with cross-functional teams
• Strong organizational and time management abilities
• Knowledge of Ontario, British Columbia, and/or Alberta residential tenancy laws and leasing practices is an asset