Property Administrator

at  Affordable Property Management Inc

Affordable Property Management Inc. is seeking a full-time Property Administrator to work with Non-Profit Housing Corporations in Toronto. This position reports to the Property Manager and works onsite from Monday to Friday with some evenings required for Board meetings or community events.

POSITION DESCRIPTION:

The Property Administrator is responsible for all functions required in performing the management services outlined in the management contract including overall coordination and administration of on-site office, as well as supervising on-site staff.

QUALIFICATIONS:

• Must have excellent written and verbal communication skills in English.
• Must have experience working in office administration or secretarial support.
• Must have advanced computer knowledge in Microsoft Office and other relevant software.
• Experience working in property management, preferably in a non-profit setting.
• Strong interpersonal and customer service skills.
• Self-starter who is able to work independently and as part of the Property Management team.

• All clerical work relating to the Corporation including filing, reception, typing or correspondence and general office work including ordering of supplies.
• Prepare monthly management reports for Board meetings, identifying all activities and functions of the Corporation within the past month or period.
• Prepare Board meeting packages including agenda, meeting minutes, management report, financial report and any correspondence to be sent to the Board one week prior to Board meetings.
• Attend all Board meetings and special meetings, and prepare and distribute minutes of all meetings.
• Supervise staff (superintendent, cleaner and contract staff), coordinate schedules, and submit payroll information.
• Manage building maintenance with Superintendent, coordinate tender process, provide work orders, maintain inventory, prepare purchase orders and ensure delivery of supplies and equipment is as ordered, correspond with trades and suppliers, maintain and inspect emergency life safety systems.
• Deal with tenant complaints and consider resolution or action required to resolve.
• Ensure regular payment of rent by tenants and collect delinquent accounts through counseling, collection procedures, and legal action.
• Market vacant units, coordinate tenants moves including unit inspections, repairs and rent collection.
• Maintain waiting lists for units in conjunction with the Rent Café/Housing Access Centralized Waiting List for rent-geared-to-income units.
• Verify and review the tenant’s annual income verification form when there are any changes to a subsidized tenant’s household or income.
• Calculate subsidized rents for the rent-geared-to-income tenants and make adjustments to annual rents as required.
• Assist the Property Manager with preparation of the Annual Operating Budget as required under the Non-Profit program.
• Prepare year-end files and the Annual Information Return Package for the audit.
• Code and forward invoices to the Accounting Department for processing.
• Maintain financial records for the Corporation in a state acceptable to the Service Manager and the Corporation’s auditor.
• Organize and coordinate social events for the tenants.
• All other duties as assigned.