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Property Administrative Assistant

3 months ago

Oshawa Ontario CK, Durham region, Canada Sterling Karamar Property Management Part time
Purpose:
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.
  • Program fobs, transponders and intercoms.
  • Leasing:
  • Respond to rental inquiries in person, by phone and e-mail in a timely, pleasant and informative way.
  • Provide detailed information about vacant suites to prospective residents via various channels.
  • Schedule appointments with prospective residents, build a relationship and show vacant suites.
  • Complete guest cards and daily traffic report. Provide a weekly summary to leasing and marketing departments.
  • Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.
  • Encourage and promote online leasing process for applications including deposits, pre-authorized payment and resident portal registrations.
  • Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately.
  • Schedule Tenancy Agreement signing appointment with resident(s) and have Tenancy Agreement signed by all relevant parties.
  • Notify applicants of the status of their application within two business days of completion.
  • Return all monies to ‘declined’ applicants as per company policy.
  • Manage initial tenant insurance administration to obtain target registrations on move-in.
  • Inspect all vacant units on a weekly basis.
  • Communicate and work with Property Manager to ensure suites are delivered on time and as promised.
  • 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.
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.
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