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/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.