The role of the Property Administrator is to support the Property Management Team, ensuring efficient operational organization and maintaining day-to-day operations.

 

ADMINISTRATIVE DUTIES:

  • maintaining front office operations such as answering telephone, monitoring the service line email, greeting clients/tenants during open office hours
  • greeting customers/clients in a professional and courteous manner handling all inquiries, feedback, or concerns ensuring all inquiries are completed efficiently
  • receiving payments for rent/condo fees and issuing receipts
  • distribute all incoming mail/email and prepare any outgoing mail
  • generate general correspondence letters and memos
  • create and maintain various filing systems in an accurate and organized manner
  • maintain clients/tenant contact information
  • organize, compile and prepare various reports for distribution
  • order and maintain adequate supply of departmental office supplies
  • scheduling of departmental meetings
  • support management team with any other special requests or projects required

 

OPERATIONS AND CUSTOMER SERVICE SUPPORT:

  • assist property manager(s) with day to day operations for managed properties
  • assist with client service requests and escalate issues to the appropriate property manager
  • follow-up with maintenance to ensure client/tenant service requests are completed in a timely manner
  • assist property manager in preparation and delivery of monthly/quarterly material for residential board meetings
  • scheduling guest suite rentals/function rooms
  • interaction with clients/tenants to foster positive ongoing relationships.
  • maintain contractor certificates of insurance
  • assist residential property manager with various maintenance contracts for residential properties
  • coordination/scheduling maintenance/contractors access for residential properties
  • update Building and Tenant Emergency Response Manuals.
  • generate & monitor maintenance work orders in Yardi software ensuring all requests are responded to and completed within an appropriate time frame.
  • assisting property manager(s) with annual budget process
  • some after hours on-call will be required

 

QUALIFICATIONS:

SKILLS, EDUCATION AND EXPERIENCE: Approximately 1-5 years of previous administrative experience preferred. Some real estate / property management experience would be considered an asset. High school diploma required, college designation preferred. Skills must include: ability to work as a team player, must be bonded, proficiency in Microsoft Word and Excel, ability to organize and prioritize workloads, exhibit strong written and verbal communication, and strong attention to detail and accuracy.

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