ABOUT THE ROLE

As a Administration & Resident Services Coordinator, you play a vital role in creating an exceptional living experience for residents and prospects alike and support leasing through primary through an administration lens, ensuring smooth operations and a high standard of service.

KEY RESPONSIBILITIES

Administration, Arrears & Compliance

• Maintain detailed and accurate resident records, including lease files, payment histories, and correspondence.
• Generate regular arrears, occupancy, and operational reports for property management review.
• Manage rent arrears processes, including tracking outstanding balances, issuing notices, and coordinating follow-ups with residents.
• Prepare and process all required tenancy board documentation, including applications, notices, and supporting files.
• Ensure all documentation and processes align with applicable Residential Tenancies legislation and internal policies.
• Respond promptly to inquiries via phone, email, and in-person interactions, providing best-in-class customer service.

Resident Communication & Notices

• Prepare and distribute all resident communications, including rent notices, entry notices, policy updates, and general correspondence.
• Respond to resident inquiries related to accounts, notices, and administrative matters in a professional and timely manner.
• Ensure consistency, accuracy, and compliance in all written communications.

Leasing & Operational Support

• Provide administrative support to leasing activities, including preparing lease documents, renewals, and move-in packages.
• Assist with prospect follow-up, application processing, and screening when required.
• Support the coordination of move-ins and move-outs, ensuring all documentation is complete and accurate.
• Maintain rent rolls and update leasing and occupancy data in internal systems.
• Provide leasing coverage as required which may include personalized property tours showcasing unique features, amenities, and the Story Brand experience.
• Collaborate with property operations and maintenance teams to ensure suite readiness and service excellence.
• Ensure brand consistency in all resident communications, marketing materials, and community touchpoints.
• Collaborate with the Development team during turnover, commissioning, and early occupancy phases to ensure seamless handover, operational readiness, and resident satisfaction.

Reporting & Systems Management

• Prepare weekly and monthly reports related to arrears, occupancy, renewals, and resident activity.

• Track lease expiries and support renewal planning through reporting and coordination.

• Provide weekly absorption reporting to Development and Investments teams, highlighting leasing performance, traffic trends, and conversion metrics.

• Ensure data integrity across property management systems (e.g., Yardi or equivalent).

• Support audits and file reviews to ensure compliance and accuracy.

• Track market rents, concessions, and competitor activity; support in market surveys and pricing recommendations.

Resident & Community Experience

• Provide attentive, professional, service-oriented support to residents, particularly related to accounts and administrative inquiries.

• Anticipate and proactively address resident inquiries and concerns, ensuring timely and thorough resolution.

• Communicate with new residents in advance of move-in; follow up within 2 days to ensure satisfaction.

• Support the planning and execution of resident engagement initiatives and community events.

• Offer concierge-style support by connecting residents with local services, amenities, and events.

• Support general office operations and contribute to an organized, efficient work environment

Qualifications & Experience

• Post-secondary degree/diploma in business administration, hospitality, real estate, or a related field, or equivalent experience.

• 3+ years’ experience in administration, property management, hospitality, or customer experience roles.

• Experience with arrears collection, and strong understanding of residential tenancy processes and documentation requirements

• Exceptional communication, interpersonal, and customer service skills.

• Highly organized with strong time management and attention to detail.

• Self-motivated, with a “no task is too big or too small” attitude.

• Demonstrated integrity, professionalism, and discretion.

• Ability to work flexible hours, including evenings and weekends.

• Proficiency with Microsoft Office Suite; experience with Yardi or similar software an asset.

• Multilingual skills considered an asset.

• Actively championing diversity, equity and inclusion to create an environment of belonging

• Flexibility and adaptability as responsibilities evolve from supporting new-build asset launches to managing stabilized operations, with shifting priorities across development, occupancy, and long-term performance.

ABOUT THE COMPANY:

We create value for people and places

At Hazelview Properties, we take great pride in creating rental communities that people are proud to call home. For over 25 years, residents in >200 buildings across Canada have trusted us to deliver thoughtfully designed, well-maintained, and welcoming places to live—places that go beyond housing to offer real value and a true sense of belonging.

Our portfolio includes both purpose-built rental communities and revitalized vintage buildings, each designed to meet the needs of today’s renters with modern amenities, sustainable features, and prime locations. Backed by responsive, responsible property management, we deliver an experience rooted in care, quality, and community.

We’re more than just property managers—we’re community builders. From resident-focused programming to initiatives that support well-being and resilience, our commitment is to create spaces that feel like home and inspire pride in place.

Our Core Values:

• Trust
• Ambition
• Collaboration
• Ownership Mindset
• Having Fun

Hazelview Property Services Inc. is an inclusive and equal opportunity employer. If you require an accommodation to participate in any aspect of the recruitment process or to perform essential job functions, please let us know. We will work with you to accommodate your needs and in accordance with all applicable legislation. Information related to accommodation requirements will be addressed confidentially.

Our vision for sustainability is to foster happy, healthy, thriving communities where we operate. To learn more, please visit the following link: https://www.hazelviewproperties.com/about/sustainability