Leasing Coordinator and Property Administrator

at  Esbin Property Management Inc

JOB OVERVIEW

We are seeking a detail-oriented and proactive Lease/Property Administrator to join our team. The ideal candidate will play a crucial role in managing lease agreements and ensuring compliance with company policies and procedures. This position requires strong administrative skills, excellent customer service abilities, and proficiency in data entry and lease management software. The Lease/Property Administrator will be responsible for maintaining accurate records, supporting negotiations, and providing exceptional service to both internal teams and external clients.
This position offers a dynamic environment where you can leverage your organizational, communication, and problem-solving skills while gaining experience in property management.

QUALIFICATIONS

• Proven experience in an administrative role, preferably within real estate or property management.
• Strong negotiation skills with the ability to advocate for favorable lease terms.
• Proficiency in data entry with a keen eye for detail to maintain accurate records.
• Familiarity with Spectra or similar property management software (such as Yardi) is highly desirable.
• Excellent customer service skills with a focus on building positive relationships.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Effective communication skills, both verbal and written, to interact professionally with various stakeholders.
• Ability to work independently as well as part of a team in a fast-paced environment.
  Job Type: Full-time
  Pay: $50,000.00-$55,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Toronto, ON M5R 3N5: reliably commute or plan to relocate before starting work (required)

Experience:

• property management: 3 years (preferred)

Work Location: In person
Application deadline: 2025-02-14
Expected start date: 2025-02-2

• (a) Commercial:
  (i) Administration of all commercial leases, including coordination of lease preparation with legal counsel, review of lease documentation, lease execution, lease assignment and surrender agreements, and management of renewal options.
  (ii) Co-ordination of leasing activity, including listing agreements with brokers, conducting credit checks and other due diligence of prospective tenants, coordinating tenant physical move-ins/move-outs with property superintendents, managing transfer of utilities, and ensuring compliance with all preconditions for possession (lease execution, delivery of tenant insurance, deposit received etc).
  (iii) Maintain lease files (physical and electronic) and ensure rent rolls, lease abstracts and other tenant data is complete, accurate and up to date.
  (iv) Liaise with tenants on administrative matters (such as the provision of insurance renewals) and establish effective lines of communication to facilitate tenant retention, satisfaction etc.
  (v) Such other duties that are commensurate with this role.
  (b) Residential:
  (i) Administration of residential leasing activity, including advertising vacancies on platforms such as “View-it” and screen applicants in collaboration with property superintendents.
  (ii) Perform credit and reference checks on prospective tenants.
  (iii) Administration of residential leases, including necessary notices and/or forms related thereto.
  (iv) Maintain lease files (physical and electronic) and ensure rent rolls, lease abstracts and other tenant data is complete, accurate and up to date.
  (v) Co-ordinate tenant move-ins/move-outs with property superintendents.
  (vi) Be familiar with and oversee compliance with applicable Landlord-Tenant legislation, including prescribed increases.
  (vii) Liaise with tenants on inquiries or issues relating to their leases.
  (viii) Such other duties that are commensurate with this role.
  (c) Condominiums (Commercial and residential):
  (i) Assist as necessary in the preparation and distribution of notices, including those under the Condominium Act.
  (d) General:
  (i) Assist as necessary in office administration matters.
  (ii) Upload lease data for municipal property tax assessment purposes.