DESCRIPTION
Position Title:
Property Administrator - SKY
Job Number:
Position Description
Reports To:
Reports to: Property Manager
Department:
Edmonton
FLSA Status:
Non Exempt
Last Updated:
2025
The Company
Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America’s leading property management firm. We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.
Job Responsibilities
Reporting to the Property, the Property Administrator carries out the administration in all assigned residential property enterprises. The Resident Services Administrator is a highly responsible individual who enjoys a variety of operations and project management tasks all while ensuring a high level of customer service is maintained at all times.
Essential Duties & Responsibilities
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
Customer Service
- Practice excellent resident relations through regular resident visits to ensure concerns and complaints are dealt with in a timely, professional manner to ensure long-term tenancies.
- Handle resident concerns and inquiries with a goal of 100% satisfaction.
- Respond to all resident inquiries concerns within a 24-hour window
- Foster a strong customer service culture amongst all team members
Administration and Reporting - Rental
- Update residential and retail leases in Yardi in a timely manner
- Ensure rental applications are complete and information is accurately entered into Yardi for final approval from Portfolio Manager within 12 hours of receipt of application
- Conduct income verification and reference verification on applications
- Conduct credit checks using Yardi Screening
- Generating and sending new lease documents through SignWell
- Ensure prompt and accurate administration of all resident security deposits in Yardi
- Ensure accuracy of all lease documentation within 24 hours of receipt
- Ensure resident accounts up to date from beginning to end of tenancy (Contact information, lease changes, accounts receivable, etc.)
- Generate monthly reporting documentation for Property Manager
- Generate and distribute monthly renewal offers and non-renewal letters
- Conduct semi-annual audit of all resident files
- Ensure compliance with the Residential Tenancies Act in all procedures.
- Attend Community events to continue to build strong relationships within the community.
- Assist with training new team members
- Manage and administrate rental incentive programs
- Manage and maintain renters insurance compliance
Administration and Reporting – Condominium
- Act as a liaison, maintaining excellent relations with the board of directors, condominium owners, developers and trades at each assigned condominium corporation and assist them with tasks.
- Answer client inquiries and complaints, including account inquiries with the corporation.
- Take accurate and clear minutes for board meetings, health and safety meetings, and annual general meetings.
- Charging one time payments to owners ledgers.
- Organize and manage community events within the budget.
- Communicate to all owners the maintenance events that are going on.
- Handle all new resident move-ins and move-outs
- Assist the community manager with all correspondence to the owners
- Manage and maintain renters insurance compliance
Office Management
- Complete administrative support as required, including courier and mail handling
- Maintain digital and physical filing systems within office, Yardi, and MS Teams environment
- Maintain all resident information in accordance with privacy regulations and legislation
- Maintain maintenance of office and kitchen supplies
- Answer all incoming phone calls and emails, including resident maintenance requests
- Create, maintain and manage Resident contacts, work order closeouts and calendar reservations in the community program.
Maintenance and Building Management
- Enter and receive purchase orders in Yardi as requested
- Enter Work Orders in Yardi for all tasks to be completed by maintenance team as requested
- Educate residents on availability of resident portal to submit work orders
- Provide access as needed for Maintenance Team and external trades as needed
Accounts Receivable
- Generate resident chargeback invoices
- Post changes as needed to resident ledgers (Chargebacks, reversals of duplicate charges, credits, etc)
- Complete rent collection, striving for zero arrears each month
- Deposit all payments to bank using cheque scanner and enter payments in Yardi
- Educate and encourage residents to use ClickPay payment platform
- Monitor aged receivables report weekly for delinquency and collect delinquent rents
- Serve all legal documentation pertaining to non-payment of rent, including any Residential Tenancies Act specific documents as per legislative guidelines
- Assist in filing any legal actions for non-payment of rent and other substantial breaches of the lease through the Residential Tenancies Dispute Resolution Service or other prescribed means
- Prepare and send files to collection agency at the end of each month for vacated tenants who have a balance owing
Additional Duties & Responsibilities
- Practice and adhere to FirstService Residential Global Service Standards.
- Conduct business at all times with the highest standards of personal, professional and ethical conduct.
- Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
- May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
- Ensure all safety precautions are followed while performing the work.
- Follow all policies and Standard Operating Procedures as instructed by Management.
- Perform any range of special projects, tasks and other related duties as assigned.
- Additional duties or special projects as assigned
Health and Safety
- Ensure compliance with all legislation (Municipal, Provincial and Federal), including but not limited to: Residential Tenancies Act of Alberta, Alberta Labour Relations Code, Alberta Occupational Health and Safety Act, Alberta Minimum Housing and Health Standards, Alberta Fire Code
- Comply with all requirements when a Public State of Emergency is issued by municipal, provincial or federal authorities.
- Comply with regular fire and life safety standards including monthly testing and annual drills
- Ensure all trades comply with the health and safety policy.
- Immediately report any infractions, damaged equipment and hazardous conditions or equipment.
Supervisory Responsibility
Education & Experience
- High School Graduate; Post-Secondary Education or industry experience required
- Resident Tenancies Act knowledge required
- ARM designation an asset but not required
- CPM designation an asset but not required
- RECA License in Property Management an asset but not required
- Excellent customer service skills with at least five years of customer service work.
- Minimum three years’ experience in a fast paced office environment.
- Intermediate knowledge of MS Office and aptitude to learn new software programs.
- Experience using Yardi is an asset
Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
- Work effectively in a team environment, with the ability to work independently
- Positive and energetic outlook, with the ability to work effectively under pressure
- Strong interpersonal skills
- Proven organizational skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames
- Excellent verbal and written communication skills
- Detail oriented; able to resolve problems using facts and sound reasoning
Tools & Equipment Used
- Computer
- General Office Equipment
- Cell Phone
- Tablet
Physical Requirements / Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential fadmunctions.
- Use of a keyboard
- Phone and face-to-face communication
- Sitting for extended periods of time
- Use of a computer
- General office equipment
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
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