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Property Administrative Assistant

Feb 04, 2021   ·   Peterborough   ·   Full-time

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.

 

Career Application

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Sterling Karamar Property Management
53 The Links Road
Toronto, Ontario M2P 1T7

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