PROPERTY ADMINISTRATOR

AREAS OF RESPONSIBILITY

Team Calendar Management

• Schedule maintenance techs, schedule repairs, suite turn work, meeting bookings
• Monitor calendars to ensure team keeps on task

Tenant Communication

• Check and respond to all emails received by Property Management.
• Prepare Notices to Tenants for upcoming projects, procedure changes, water shutdown, and 24-hour access notice.
• Respond to minor tenant disputes with regulated pre-approved correspondence (noise complaints, garbage pick-up, groundskeeping), and notify the proper manager.
• Distribute communication to tenants as instructed by the Management Team.
• Communicate with tenants as required (work completed follow up, work scheduled dates, etc).
• Schedule Maintenance Manager to complete unit inspections for vacating tenants

Accounting

• Notify PM’s of any urgent matters that may come in while the PM is on the road.
• Work alongside the Property Manager for rent collection
• Deliver chargeback invoices to corresponding tenants, and follow up accordingly.
• Code contract invoices as per approved budget and GL codes.
• Process credit card statements as necessary.
• Prepare Notice of Defaults, Bailiff Letters, and Residential eviction notices.
• Prepare Notice of Rent Increase – Residential units with list coming from PM team.

Administrative

• Organize property management files on the server to ensure items can be found accordingly.
• Scanning and processing documents as needed.
• Update emergency contact details for after-hours contractors.
• Create and circulate DocuSign for contracts, lease agreements.
• Process credit checks for new tenants
• Assist with mailouts
• Administer meeting minutes
• Assist Office Manager and reception with covering phones, answering doorbell as needed.
• Maintain spreadsheets for tenant insurance, fire safety, tenant/contractor emergency contacts, etc.

Leasing

• Post and monitor ads for upcoming residential vacancies, schedule unit showings and attend.
• Process residential applications based on department protocol.
• Process vacate notices for residential – close out tenant file, update spreadsheets
• Prepare Commercial Lease Agreements, Renewals & Lease Proposals.
• Prepare Residential Lease Agreements and corresponding documents.
• Abstracts Schedule contractors for residential suite turn work.

QUALIFICATIONS

• Minimum 3 years of Property Management experience, preferably with a mixed portfolio is required;
• Exceptional written and oral communication skills;
• Excellent organizational skills with a strong ability to multi-task;
• Strong command of MS Office products: Outlook, Word, Excel, PowerPoint;
• Detail-oriented
• Strong follow-up skills.
• Experience with Yardi property management systems is considered an asset.