Property Administrator

About Osgoode Properties A commitment to delivering consistently high customer service levels has earned Osgoode a unique reputation in the industry. Our team of professionals promptly responds to tenant concerns and needs, with sensitivity and flexibility. Osgoode’s pride of ownership is reflected in the proactive care and maintenance programs performed on every property. The attention to detail is evident in the cleanliness and overall condition of the building exteriors, landscaping, common areas and suites. At Osgoode Properties we are continually investing in our people and communities to provide our residents with the greatest rental home value available. Position Overview Reporting to the Manager, Property Administration, the Property Administrator plays a critical role in supporting operational excellence across our residential portfolio. Working closely with Regional Managers, Property Managers, and site teams, this position ensures smooth workflows, accurate documentation, and compliance with corporate standards. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while delivering exceptional service. Team Mission The Property Administration Department exists to embed Osgoode’s principles into daily site operations by supporting key processes, resolving issues, and maintaining accurate, up-to-date information. We act as subject matter experts to ensure smooth workflows, timely information sharing, and consistent service across departments and vendors. Through collaboration, precision, shared accountability, and cross-coverage, we provide the bandwidth and support needed to keep operations aligned, responsive, and effective. Role and Responsibilities Property Administration & Compliance Coordinate AGI processes (document collection, review, hearing prep, notices, final balance letters). Maintain AGI records. Prepare and distribute legal notices (N1, N4) and other legal documentation. Manage document tracking for suite maintenance, building inspections, health & safety reports. Support Regional Manager meetings and special projects. Upload documents and reports to SharePoint (including operational reports, snow logs, legal trackers). Financial & Budget Support Input capital and budget data; participate in monthly budget meetings. Prepare cheque requisitions and purchase orders. Review invoices and legal invoices for approval. Scan and reconcile Visa statements; maintain Visa reconciliation list. Prepare reports (rental availability, pest control, monthly rent collection, bonuses). Vendor & Contract Management Validate new vendors and maintain vendor database. Obtain quotes, prepare, and review service contracts and renewals. Coordinate procurement for head office (janitorial, kitchen supplies, office supplies, fobs). Communication & Coordination Draft formal letters for sites and track external communications (AGI, by-law, city / fire orders, TSSA). Manage TSSA portal and Regie document signatures. Tend to reception emails and greet visitors. Coordinate conference registrations and form creation. Maintain employee phone list and update internal databases. Operational Support Manage incoming / outgoing mail, deliveries, and postage meter funds. Order Osgoode envelopes for all sites. Maintain inventory of office supplies and maintain kitchen area. Troubleshoot head office issues and support Smart Parking processes. Coordinate vacation planning memos and statutory holiday communications. Requirements for Success High school diploma with some post-secondary education. 3 + years experience in office administration, property management, or customer service. Fluent in English and French (written and verbal) preferred. Strong customer service and listening skills. Proficiency in Microsoft Office (Outlook, Word, Excel) and SharePoint. Ability to work independently and collaboratively. Excellent organizational and multi-tasking skills. Strong analytical, problem-solving, and decision-making abilities. Ability to follow established practices and recommend improvements. This is a full-time, permanent on-site position located at our Head Office, offering a competitive salary. This posting is for an upcoming vacancy. We would like to thank all applicants, however only those under consideration will be contacted. #J-18808-Ljbffr