Leasing and Administration Coordinator

6 months ago

Waterloo, Canada Activa Holdings Inc. Full time

Role Summary

**Company**:Activa

**Job Title**:Leasing and Administration Coordinator

**Job Type**:Full-Time, Permanent

**Reports To**:Property Management Manager

**Location**:Waterloo, Ontario

Reporting to the Property Management Manager, the Leasing & Administration Coordinator is responsible for supporting the Property Management Manager and Maintenance Staff, in successfully managing the sites in a professional and courteous manner.

Key Responsibilities
- Provide excellent customer service in the leasing role, constantly seeking to minimize vacancies and achieve leasing targeted goals as outlined in the rent up schedules.
- Greet/meet prospective residents and determine their needs and requests for their new rental suite.
- Set up tenant profile in Yardi.
- Collect and ensure all rents are being paid on time.
- Creating letters to tenants regarding various LTB issues. Issuing legal notices to tenants (N4, N5, N6, N7)
- Tracking all rent increases and renewals.
- Provide administrative /leasing duties and support to the Maintenance Staff, and Property Management Manager as requested.
- Ensure rental rates are at market rent by updating market rent surveys monthly.
- Prepare lease agreements and all required documentation in accordance with company procedures.
- Prepare keys and schedule Move-in inspection with future residents.
- Complete and submit Traffic & Leasing reports.
- Provide the workflow of maintenance and administrative duties as directed by the Property Management Manager.
- Manage and maintain accurate database with rent collection/leasing and all other administrative duties as directed by the Property Management Manager
- Manage and maintain work orders - create, receive, close and ensure accuracy.
- Carry out other duties and/or procedures related to the leasing, marketing, rental and administration of suites as may be assigned by the Property Management Manager
- Communicate with team members and Building Managers on an ongoing basis.
- Manage and prepare work plans to address warrantable items.
- Liaise with Maintenance technicians and Contractors to ensure deficiency corrections have been completed.
- Create Field Work orders.
- Ensure Tarion portal is updated monthly.
- Other tasks as required.

**Requirements**:

- Post-secondary degree or diploma in business management considered an asset.
- 1+ years of related experience in the rental/leasing industry
- Strong communication and interpersonal skills
- Exceptional customer service and organizational skills
- Proficient in YARDI (Breeze), Microsoft Office, Excel, Word, Outlook, Internet
- Ability to work a flexible schedule, including evenings and weekends.
- Strong team player and ability to multi
- task in a fast-paced environment
- Must possess valid Driver’s license.
- Must own, properly register and insure own vehicle.
- Have an attention for detail.

Personal Attributes
- Excellent written, verbal and time management skills
- Extremely detail-oriented with the highest standards for quality and execution.
- Strong troubleshooting and problem solving abilities.
- Strong planning, coordination and prioritization skills.
- Self-starter who is highly organized, works efficiently, and with mínimal supervision.

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