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.

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.