Property Administrator

6 days ago

Edmonton, Canada Midwest Property Management Full time

**Welcome to Midwest**

Privately held and rooted in Western Canada for over 60 years, we manage quality residential rental properties in Alberta, British Columbia and the North West Territories. We are committed to providing the best value and quality for our residents by consistently maintaining our properties and delivering excellent customer service. Our commitment to our residents and our communities allows us to fulfill our mission statement: "Where community lives"

**What you will do**

The Property Administrator is responsible for providing administrative support to Site teams, Property Managers and Marketing Manager to ensure effective and efficient operations of the Midwest Property Management portfolio. In addition, the Property Administrator will participate in the protection and efficient utilization of the Company's assets through the implementation of approved policies, procedures, and internal controls. This position reports to the Property Analyst/Lead Administrator.

**DUTIES AND RESPONSIBILITIES**

**General**:

- Maintain awareness of rental laws and regulations in all areas of Canada and the United States where sites are located.
- Maintain the Department in an orderly and professional manner.
- Identify areas that require further/targeted training via ticketing system. Deliver required training and lead Focus Groups and/or provide one on one training, schedule, and coordinate on site visits.
- Perform other duties related to the efficient and effective operation of the business for both Residential and Commercial.
- Provide ongoing site support for administrative issues.
- Assist in the maintenance and implementation of operations software including but not limited to MRI, Letus, Nexus, Anyone Home.
- Coordinate with accounting to help ensure that operational procedures allow for effective and efficient accounting processes.
- Respond to site inquiries and requests for technical assistance, corrections, and adjustments for any operations software including but not limited to MRI, Letus, Nexus, Anyone Home and any internal policy or procedure sites request assistance with.
- Review and check information in operating software for accuracy and make necessary adjustments.
- Perform and maintain all correspondence and file management.
- Review and update Policies and Procedures as needed.
- Post payments into operational software as required by accounting.
- Collect, prepare and submit files to collection agency. Update collection agency of file status.
- Complete Marketing Reports which include but is not limited to Market Surveys, Resident Surveys and Mystery Shop Analysis. Compile and distribute these reports with appropriate teammates.
- Assist the Marketing team as needed with monitoring and responding to Marketplace and other social mediums related to reviews or ads, updating and distributing existing marketing materials for sites as requested and marketing coverage for vacations/leaves.
- Maintain positive working relationships with the Property Managers, Marketing Manager, Site Managers, site teams and other partners within the organization.
- Forward to the Accounting Department utility billings, once the following information has been verified/completed:

- Charge outs, vacant suite charges, commercial billings, and approvals.
- Provide administrative support throughout the preparation of the budgets and budget package.
- Provide assistance to the Property Analyst for all daily/weekly/monthly/quarterly and annual reporting requirements.
- Assistance with main phone line calls and Canada Post coordination for Campus office.
- Administrative assistance for specialty sites including but not limited to Aspen Creek, US residential portfolio.
- Abide by and participate in the Occupational Health and Safety program through Second Street Fund.

**As Needed**:

- Identify training gaps, inconsistencies and notify the Property Analyst/Lead Administrator
- Participate in and be proactive and contribute to change initiatives.
- Maintain adequate inventory and distribute portfolio supplies as required, including marketing materials, when requested.
- Coordinate mail sorting for sites/Property Management/Marketing Manager, package delivery to sites

**REQUIRED KNOWLEDGE, SKILLS AND ABILITIES**
- Professional presentation, positive attitude and excellent written and verbal communication skills
- Strong organizational skills, attention to detail and ability to prioritize workload.
- Willing to travel to in and out-of-town sites as required to perform audits and staff training
- Understanding of WCB, OIS, OHS, PPE, MSDS, and WHMIS.
- Experience with Adobe Products will be considered an asset
- Strong teamwork attitude

**REQUIRED EDUCATION, TRAINING AND EXPERIENCE**
- Minimum three years of administrative experience or residential and/or commercial property management experience preferred.
- Drivers license and own vehicle.
- RECA Associate License in Property Management or willing to complete w

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