Purpose Provide customer service to prospects, residents and clients; organizes and maintains up to date and precise leasing administration; works as part of a team. This role is focused on lease administration as a priority and will support the property administration team in other administrative functions.

Main Responsibilities Customer Service Relations:

• Maintain the highest level of customer service.
• Communicate effectively with prospects, residents and relevant others.
• Actively listen and act upon prospects, residents and relevant others inquiries, concerns and complaints. Direct complaints over to the Property Manager as required.

Rental Application Administration

• Process submitted applications within 24-48 hours of receipt (Conduct landlord references, employment confirmation, credit reports and verify ID).
• Revert applications and correspond with prospects to obtain proper application documents. Rigorous follow up to obtain necessary documents within 24-48 hours. All correspondence to be copied to Site Level Team Members or Leasing Specialists.
• Submit completed applications for Property Manager review.

Support Responsibilities Resident Account Setup:

• Assist in obtaining digital lease signatures for approved applicants.
• Set up approved leases and resident information in Yardi and prepare lease packages.
• Put tenants on notice as received and approved by the client/PM.
• Arrange new tenant hydro accounts.

Resident Portal

• Input tenant insurance.
• Provide tenants with their security code for login.
• Respond to maintenance/communication tickets where applicable.
• Provide technical support for tenants and staff.

Resident Payment Administration

• Collect, sort, process and enter rental payments in Yardi
• Setup PAP for tenants
• Prepare weekly collection letters.
• Prepare bank deposits and ensure proper filing of receipts.

Legal Administration

• Issue N4’s – Notice of termination for non-payment of rent.
• Issue other legal forms (N5, N6, N7).
• Ensure legal notices are filed with the Paralegal in a timely manner (L1, L2).
• Ensure tenants are adhering to LTB payment plans.
• Enforce LTB orders with the enforcement office.
• Prepare collection files for past tenants.

Rent Administration

• Run monthly rent billings in Yardi. Verify accuracy. Post monthly billing.
• Add additional charges to tenants as required (parking, lockers etc..) and update rentable items as required.
• Prepare annual tax receipts.

General Administration

• Analyze, update and produce monthly Management Reports for each property in close cooperation with the Property Managers and Property Accountants.
• Prepare all necessary paperwork to aid with due diligence that is undertaken for any potential sale of property.
• Ensure effective and precise electronic filing of all relevant documents.

Scope

• Work in close cooperation with Leasing Specialists, Operations Team, and Property Accountants. Reporting to the Sr Manager, Residential Property Administration.

Qualifications Education

• Minimum High School diploma (Grade 12/13).
• Preference: College Degree in related field.

Experience

• A minimum of 2 years experience in leasing and property administration.
• Experience using Property Management Software such as Yardi and Property Vista are an asset.

Skills And Abilities

• Actively supports SKPM”s values of: Trust, Honesty, Integrity & Respect.
• Solid working knowledge of residential leasing administration.
• Strong computer skills: MS Suite, Yardi Voyager and Property Vista.
• Sound judgment and decision-making capabilities.
• Excellent communication and relationship building competencies.
• Is open to change and actively looks for ways to improve processes.
• Strong administrative and organizational skills.
• Strong time management skills.
• Strong customer service orientation.
• Motivated to learn more and grow within this position.

Thank you for your interest in Sterling Karamar Property Management. Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement. Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer. We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process. Please note that our Corporate Offices are scent-free work environments.