Property Administrative Assistant

Purpose:

 To provide customer service to residents/clients; organize and maintain up to date and precise property administration; work as part of a team, assist manager with any required tasks.

Main Responsibilities and Activities

 

Customer Service Relations: 

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

General Administration:

• Assist the Property Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking, maintenance requests etc. 
• Ensure effective and precise electronic filing of all relevant documents.
• Assist in collection and submission of notices, including N9’s
• Assist tenants with using the Resident Portal
• Program fobs, transponders and intercoms

Leasing:

• Respond to rental inquiries in person, by phone and e-mail in a timely, pleasant and informative way.
• Provide detailed information about vacant suites to prospective residents via various channels.
• Schedule appointments with prospective residents, build a relationship and show vacant suites.
• Complete guest cards and daily traffic report.  Provide a weekly summary to leasing and marketing departments.   
• Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.
• Encourage and promote online leasing process for applications including deposits, pre-authorized payment and resident portal registrations
• Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately
• Schedule Tenancy Agreement signing appointment with resident(s) and have Tenancy Agreement signed by all relevant parties.
• Notify applicants of the status of their application within two business days of completion.
• Return all monies to ‘declined’ applicants as per company policy.
• Manage initial tenant insurance administration to obtain target registrations on move-in
• Inspect all vacant units on a weekly basis. 
• Communicate and work with Property Manager to ensure suites are delivered on time and as promised
• Provide feedback and recommendations on rental rates, promotions and overall market conditions with a view to maximizing revenue at the property
• Work closely with Marketing Team to update advertising and media channels, promotional programs and signage for the property

Resident Payment Administration:

• Collect, sort and process rental payments
• Prepare bank deposits and ensure proper filing of receipts.
• Track and collect rent cheques
• Deliver/send out weekly collection letters.
• Audit AR (investigate large credits, top up LMR etc.)
• Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed

 

Resident portal:

• Assist tenants in setting up PAPs, updating insurance, making maintenance requests, etc.
• Input tenant insurance
• Provide tenants with their security code for login
• Respond to maintenance/communication tickets where applicable
• Provide technical support for tenants

Maintenance & Repair Administration:

• Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.
• Prepare all relevant documentation related to maintenance and repair.

 

Administrative and Office Support:

Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.  

Scope

Work in close cooperation with Marketing Department, Operational Staff and Property Manager.

Qualifications

Education

• Minimum High School diploma (Grade 12/13).
• Preference: attending University/College
• Requirements: ability to read and write English fluently and the ability to understand and perform our property management software functions, in addition to accurately understand the legalities of leasing language.

Experience

• Required: A minimum of 1-2 years of experience in leasing and/or property administration or a related field. 

Skills and abilities

• Actively supports our values of: Honesty, Integrity, Respect, Trust.
• Solid working knowledge of residential property administration.
• Strong computer skills: excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook and able to learn Property Vista
• Sound judgment and decision-making capabilities.
• Excellent communication and relationship building competencies.
• Adaptable and actively looks for ways to improve processes.
• Strong administrative and organizational skills.
• Strong time management skills.
• Portrays a professional image.
• Strong customer service orientation.
• Motivated to learn more and grow within this position.
• Good negotiating skills.
• Has a high tolerance to stress.
• Ability to take direction and complete tasks quickly and accurately.