Residential Property Administrator

About Us:

The company, with offices in both Ottawa and Scarborough, specializes in Professional Services and Healthcare recruitment. Over the past six years, we have expanded nationally and aim to grow further across North America, maintaining our commitment to exceptional service.

About the Role:

This position is for a leading real estate management and services organization with an extensive network of residences. The right candidate will act as a Residential Property Administrator who will be responsible for delivering excellent customer service to residents and clients while effectively managing and ensuring the accuracy of property administration records.

Responsibilities:

Uphold an exceptional standard of customer service by communicating efficiently with residents and relevant parties
Address resident inquiries, concerns, and complaints and escalate to Property Manager when required
Collaborate closely with Property Managers and Property Accountants to analyze, revise, and generate monthly Management Reports for each property
Maintain efficient and accurate electronic filing of all pertinent documents by compiling all essential documentation to support due diligence procedures for potential property sales
Utilize information from the Leasing Specialist and Property Manager to maintain Weekly Availability Report
Handle applications, including employment verification, landlord reference checks, and credit assessments
Establish approved leases and prepare lease packages using Yardi
Record monthly move-ins and move-outs by applying the Last Month’s Rent (LMR)
Coordinate the setup of new tenant hydro accounts
Gather, organize, and process rental payments in Yardi
Arrange Pre-Authorized Payments (PAP) for tenants
Record and address Non-Sufficient Funds (NSF) payments and generate N4 notices for non-payment of rent
Create collection letters
Manage bank deposits and ensure the accurate filing of receipts
Ensure the timely submission of legal notices to the Paralegal, including L1 and L2 forms and distribute other required legal forms (N5, N6, N7)
Assemble collection files for former tenants
Verify that tenants are complying with payment plans established by the Landlord and Tenant Board (LTB) and enforce LTB orders through the appropriate enforcement office
Implement Yardi to generate monthly rent invoices
Prepare N1 notices for rent increases and create annual tax receipts
Establish a PAP (Property Access Protocol) for tenants
Collect tenant insurance information and provide them with their unique security codes for accessing their accounts
Address maintenance and communication tickets when necessary
Ad-hoc responsibilities as required

Required Skills:

2+ years of experience in a leasing and property administration role
Proficiency in using property management software such as Yardi is an asset
Possess a solid working knowledge of residential property management
Proficient in using MS Excel and openness to learn Yardi Voyager and Property Vista
Strong communication skills both written and verbal
Exhibits strong administrative and organizational skills
Manages time effectively, ensuring optimal productivity
Upholds a high standard of customer service
Displays a strong motivation to learn and advance within the role 

Management