We are seeking a highly organized, detail-oriented professional to support the development of a structured, responsive, and well-run property management function.

POSITION OVERVIEW

The Property Management Administrator serves as the administrative backbone of the property management team, supporting day-to-day operations across leasing, tenant communication, rent administration, and system management. This role requires a highly organized, detail-driven individual who is comfortable interacting with tenants while ensuring that records are accurate, deadlines are met, and communication flows effectively across property management, accounting, and maintenance teams.

KEY RESPONSIBILITIES

Property Management Administration Prepare, issue, collect, and file leases, renewals, notices, and addendums Maintain accurate tenant, lease, and unit records within property management systems (Yardi Breeze preferred) Track key dates including lease expiries, notice periods, payment deadlines, and filing timelines Support rent collection administration, including monitoring receipts, coordinating follow-ups, and maintaining documentation Assist in preparing files and documentation for RTDRS matters and formal notices Ensure all tenant communications, payment arrangements, and file notes are properly documented Tenant Communication & Front-Line Support Respond to tenant inquiries in a professional and timely manner Support tenant-facing communication via phone, email, and in person as required Communicate notices, lease details, and updates clearly and respectfully Act as a reliable and composed point of contact while escalating issues appropriately Leasing & Marketing Support Assist with rental advertisements, online listings, and website updates Coordinate inquiries, applications, and showing schedules Support the leasing process from initial inquiry through to signed lease and move-in documentation Ensure vacant units are marketed promptly and professionally Cross-Functional Coordination Liaise between property management, accounting, administration, and maintenance teams Coordinate follow-ups to ensure tenant matters, payment issues, lease items, and maintenance-related tasks are completed efficiently Support the ongoing improvement and standardization of internal processes as property management operations evolve General Administrative Support Organize and maintain digital files and documentation systems Prepare reports, summaries, and status updates as required Support special projects related to operations, organization, and process improvement

QUALIFICATIONS

Strong administrative and organizational capabilities Excellent written and verbal communication skills Professional, composed, and confident in tenant and team interactions High attention to detail with strong follow-through Ability to manage multiple priorities in a dynamic environment Strong computer proficiency; experience with property management systems is an asset Experience in property management, leasing, administration, or customer service preferred Experience with Yardi Breeze Premier or Yardi Extensive experience is a must. Familiarity with residential tenancy processes, notices, and RTDRS procedures is an asset

PERSONAL FIT

The successful candidate will be: Professional, approachable, and service-oriented Highly organized and dependable Proactive and solutions-focused Comfortable working within structured processes while contributing to improvements Adaptable, with the ability to shift between administrative, tenant-facing, and coordination tasks throughout the day

REPORTING STRUCTURE

This role works closely with the Property Manager and collaborates regularly with accounting, operations, administration, and maintenance teams.

WHAT SUCCESS LOOKS LIKE

Leases, notices, and documentation are completed accurately and on time Property management system records are consistently current and reliable Tenant communication is professional, timely, and well documented Rent administration and critical deadlines are effectively managed Strong coordination across property management, accounting, and maintenance Continuous improvement in organization, efficiency, and scalability of property management operations