Property Administrative Assistant

Purpose

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/Site Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking etc. as needed.
• Ensure effective and precise electronic filing of all relevant documents.
• Assist in collection and submission of N9s
• Assist tenants with using the Resident Portal

Resident Leasing Administration

• Arrange meetings for approved leases with tenants
• Retrieve information from future tenants
• Collect all required information prior to move ins
• Show rental units as needed
• Program fobs, transponders and intercoms

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
• 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 Leasing Specialists, 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

 

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.