Property Administrator

7 months ago

Halifax, Canada Tawaak Housing Association Full time

Overview:
Tawaak Housing Association (Tawaak) is a private non-profit housing corporation that owns, operates, and delivers socially assisted rental housing in six urban areas of Nova Scotia. The mandate of the organization is to provide suitable, adequate, and affordable housing to Indigenous peoples of low to moderate income who reside in urban areas of the province, who cannot attain housing through the regular housing market. Assisted by both the Federal Government and the Government of Nova Scotia, Tawaak’s portfolio consists of fifty-four properties comprising of one hundred and forty-five units. Approximately eighty-two percent of the portfolio is in the urban centers of Halifax and Dartmouth, while the remainder are located in Sydney, Truro, Antigonish, Liverpool and Bridgewater

**Responsibilities**:

- Manage tenant inquiries and concerns promptly and professionally
- Coordinate property maintenance requests and repairs through Yardi
- Assist in lease administration, including new lease set-up, lease renewals, and rent collection
- Maintain accurate records of all property-related documentation
- Support the property management team with administrative tasks
- Utilize phone etiquette to handle incoming calls and messages effectively

**Front Desk**
- Maintain and keep accurate all tenancy information relating to address, phone numbers, contact information and insurance.
- Maintain and keep up to date building information data
- Collect, apply, and report on the collection of all tenant rental payments
- Monitor tenant payments, advise tenants on the balance of their rental accounts
- Answers phone calls coming into the front desk, identify the need of the caller and manage who to allocate to
- Communicate all relevant messages and information to appropriate staff
- Handle sensitive information in a confidential manner
- Support team by performing additional requested tasks and or projects as requested.
- Resolve any administrative problems by engaging appropriate staff or departments

**File Management**
- Maintain a record of tenant calls, complaints, maintenance requests, questions, and requests by keeping notes in Yardi system.
- Continually manage and maintain both a physical and electronic filing system.
- Adhere to policy and procedure and follow all audit requirements as outlined by management.
- Update tenant information and maintain tracking spreadsheets
- Ensure all files, including electronic files, are complete and have valid and executed documentation

**Finance Clerk**
- Work under the management of the Finance team to complete the AP process as per direction
- Match all purchase orders to incoming invoices for payment
- Interact with vendors, companies, and contractors for appropriate purchase order submission and or any other questions
- Work with Finance team to ensure efficient processing of contractor invoices on a weekly rotation
- Monitor all invoices for alternate electronic payment options, communicate and track this information to the Finance Team to create action plans to implement
- Assist Finance team with any requests or projects.

**Accounts Receivable & Tenant Assistance**
- Post tenant’s rental payments daily as they are received, provide all tenants with their current balance on the receipt when provided
- Prepare and deliver all bank deposits as required
- Monitor all tenant payment arrangements, report to Property Management Team when mediated settlement payments are not met
- Prepare reconciliations of tenant accounts, as requested

**Maintenance and Purchase Order Management**
- Receive maintenance calls from tenants, relay and electronically record information via the Property Management system to Maintenance Supervisor for recommendation of repair or service to be arranged.
- Receive tenant inquiry calls from tenants, relay and electronically record information via the Property Management system to Property Manager to allocate to Assistant Property Manager and or Housing Support Worker.
- Record all tenant, applicant, contract and vendor requests and communication via electronic and physical note formats
- Assist maintenance staff by providing purchase order information to contractors and vendors when requested
- Assist the Maintenance Supervisor and Property Manager with tendering and awarding of service contracts
- Maintain a record of maintenance requests and purchase orders in Yardi system.
- Assist Maintenance Supervisor and Property Manager with contacting vendors to arrange repairs and service for tenants
- Provide tenants with notices to enter their units as per annual inspections and prearranged appointments
- Track and monitor all pest control monitoring for quick reference information for the Maintenance team
- Working closely with Operations Team to maintain current PM records and inventory database

**Other Projects & Duties**
- Assist with delivery and tracking of annual income and family composition documents.
- Record current utility accoun

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