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Senior Portfolio Administrator

4 months ago

North York Ontario, Toronto, Canada TGA Group Full time

TGA GROUP is a family-owned and operated, one source provider of development, construction services, leasing, and property management services throughout our portfolio of customers and properties. Our integrity, combined with diligence, passion and strong leadership allow us to create long term value down to the last detail. We strive to create spaces that reflect the way people want to live and work today, while evolving for tomorrow.


We are currently seeking a Senior Portfolio Administrator to join our TGA Management Services Ltd. team and work under the direction of the General Manager, Real Estate.


Position Overview:


The Senior Portfolio Administrator is a key member supporting the real estate team. In this role, you will provide administrative support and ensure the smooth day-to-day operations of the department.


Key Responsibilities:


  • Act as the primary point of contact for tenants, addressing inquiries and resolving issues in a timely manner.
  • Prepare and distribute accounts receivable reports on a regular basis, ensuring accuracy and completeness of tenant ledgers payments.
  • Set up and/or modify tenancies in Yardi, ensuring charges are in accordance with lease terms.
  • Post rent receipts and other payments promptly and accurately to tenant accounts.
  • Follow up on late payments and initiate collection efforts as necessary, in accordance with lease terms and company policies.
  • Prepare default and termination notices, legal documents for tenants in arrears, working closely with property managers as needed to ensure compliance with lease agreements.
  • Assist with lease administration tasks, such as lease renewals, expansions, and terminations.
  • Work closely with property management, leasing, and accounting teams to resolve tenant issues and disputes.
  • Work on Yardi Voyager, to reconcile charges and payments, enter transaction and ensure tenant ledgers are up to date and correct
  • Perform bank deposits, reconcile receipts, NSFs, charges
  • Process applications – Conduct employment verification, landlord reference checks, credit checks etc.
  • Set up approved leases and resident/ tenant information, charges, post move-ins and move-outs, notices, apply LMR etc. in Yardi
  • Prepare and distribute lease and move-in packages, collection packages etc.
  • Provide administrative support and carry out administrative duties such as filing, data entry, typing, copying, binding, scanning etc. as needed
  • Identify opportunities for improving service levels and implement programs for improvements
  • Provide guidance and recommendations regarding areas related to assigned work
  • Prepare documents, presentations, work orders, legal documents, reports
  • Monitor, track and maintain information/data/files
  • Exhibit polite and professional communication via phone, e-mail, and mail
  • Ancillary tasks, duties and responsibilities as assigned



Required Knowledge and Experience:


  • Minimum 3-5 yrs in depth Yardi Voyager user experience required
  • Yardi Technical knowledge is considered an asset
  • Working knowledge and experience in basic bookkeeping
  • Strong understanding of lease agreements, commercial rental billing, and accounts receivable processes.
  • 3 years experience in a similar role in property management
  • High Proficiency in all Microsoft Office applications, especially Excel, also Outlook, Word,PowerPoint
  • Strong interpersonal, customer service, analytical, administration, record keeping and data entry skills
  • Detail-oriented and highly organized, with the ability to multitask and prioritize effectively working both independently and as part of a cohesive team.



AODA Statement

TGA Group encourages applications from all qualified individuals. Applicants with disabilities may notify us of any accommodations needed to support your participation in the recruitment process.


We wish to thank all applicants for their interest and effort in applying. Please be aware that only candidates selected for interviews will be contacted for this position.