Legal and Administrative Coordinator

3 months ago

London, Canada Old Oak Properties Full time

**At Old Oak**:

- We demonstrate integrity in everything we do
- We keep our people, our customers, and our community as our priority
- We are a company where people want to be

**What We Offer**:

- Certified Great Place to Work®
- A company that gives back to the local community
- Opportunities for subsidized professional development
- A friendly, fun, and safe team-oriented work environment
- Room for future growth and advancement
- Volunteering Days
- Health/Dental benefits package
- Competitive wage structure
- Approximately 40-hour work week, Monday to Friday 8-4:30 pm
- **Role Summary and Purpose**:_

The **Legal and Administrative Coordinator** plays a vital role in the administration of residential properties, focusing on overseeing all legal processes as they pertain to the Residential Tenancies Act and the Landlord and Tenant Board of Ontario. It will also focused on the efficient management of documentation, internal tenant surveys, property administration and storage systems. This position demands a unique combination of residential legal expertise, administrative skills, and technical proficiency in property management software, coupled with strong organizational skills.

**Responsibilities**

**Legal Proceedings Management**
- Act as the primary contact for all matters related to the Landlord and Tenant Board of Ontario.
- Coordinate legal and procedural compliance activities with onsite management teams, managers, and third-party law firms.
- Maintain an up-to-date and comprehensive knowledge of the Residential Tenancies Act.

**File System and Database Oversight**
- Administer and maintain file storage systems, with a focus on SharePoint.
- Ensure data and file storage in YARDI and SharePoint are compliant and easily accessible.
- Develop and regularly revise file management policies and procedures to ensure efficiency and compliance with legal standards.

**Tenant Communication and Support**
- Communicate effectively with tenants regarding Landlord and Tenant Board proceedings, payment plans, and other legal matters.
- Serve as a primary contact for tenant arrears and all legal notices, including and not limited to N5, N7, N9, N11, N15 forms.
- Liaise with relevant departments to provide updates on evictions and tenant-related changes.

**Property Administration**
- Conduct and analyze internal surveys to assess tenant satisfaction and identify operational areas needing attention.
- Oversee daily administrative tasks, ensuring smooth operation and adherence to company policies.

**Technical Proficiency in Property Management Software**
- Utilize YARDI for property management tasks, including data entry, report generation, and lease tracking.
- Employ Microsoft Suite, especially SharePoint, for document management and team collaboration.

**Data Compilation and Reporting**
- Compile data from tenant surveys and other feedback mechanisms.
- Create regular reports for the Property Management team to inform operational decisions.

**Qualifications**
- Experienced in conducting surveys, data analysis and reporting
- Skilled in lease administration, rent collection, and tenant relations.
- Relevant experience in residential property administration or a similar field.
- Post-secondary education in para legal, business administration, real estate, or a related field is preferred.
- Proficient in document management and administrative processes, including YARDI and Microsoft Suite (especially SharePoint).
- In-depth knowledge of the Residential Tenancy Act (RTA) and relevant property management regulations.
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills.
- Police clearance check

**Job Types**: Full-time, Permanent

**Salary**: $45,000.00-$50,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus pay

**Education**:

- DCS / DEC (preferred)

Work Location: In person

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