Property Administrator

5 months ago

St Jacobs, Canada Zehr Group Full time

Reporting to the Director of Property Management, the Property Administrator will provide administrative support and assistance to the Property Management Team. The Property Administrator is responsible for a range of tasks for a portfolio of residential and commercial properties.

You will handle various responsibilities, including but not limited to:

- Team Calendar Management
- schedule maintenance techs, schedule repairs, suite turn work, meeting bookings
- Monitor calendars to ensure team keeps on task
- Tenant Communication
- Prepare Notices to Tenants for upcoming projects, procedure changes, water shutdown, and 24-hour access notices.
- Respond to minor tenant disputes with regulated pre-approved correspondence (noise complaints, garbage pick-up, groundskeeping), and notify the proper manager.
- Distribute communication to tenants as instructed by the Management Team.
- Communicate with tenants as required (work completed follow up, work scheduled dates, etc).
- Schedule Maintenance Manager to complete unit inspections for vacating tenants
- Accounting
- Notify PM’s of any urgent matters that may come in while the PM is on the road.
- Work alongside the Property Manager for rent collection
- Deliver chargeback invoices to corresponding tenants, and follow up accordingly.
- Code contract invoices as per approved budget and GL codes.
- Process credit card statements as necessary.
- Prepare Notice of Defaults, Bailiff Letters, and Residential eviction notices.
- Prepare Notice of Rent Increase - Residential units with list coming from PM team.
- Administrative
- Organize property management files on the server to ensure items can be found accordingly.
- Scanning and processing documents as needed.
- Update emergency contact details for after-hours contractors.
- Create and circulate DocuSign for contracts, lease agreements.
- Process credit checks for new tenants
- Assist with mailouts
- Administer meeting minutes
- Assist the Office Manager and receptionist with covering phones, and answering the doorbells as needed.
- Maintain spreadsheets for tenant insurance, fire safety, tenant/contractor emergency contacts, etc.
- Leasing
- Post and monitor ads for upcoming residential vacancies, schedule unit showings, and attend.
- Process vacate notices for residential - close out tenant file, update spreadsheets
- Prepare Commercial Lease Agreements, Renewals & Lease Proposals.
- Prepare Residential Lease Agreements and corresponding documents.
- Create Commercial Lease Abstracts for renewals.
- Schedule contractors for residential suite turn work.

Qualifications;
- Minimum 3 years of Property Management experience, preferably with a mixed portfolio is required;
- Exceptional written and oral communication skills;
- Excellent organizational skills with a strong ability to multi-task;
- Strong command of MS Office products: Outlook, Word, Excel, PowerPoint;
- Detail-oriented
- Strong follow-up skills.
- Experience with Yardi property management systems is considered an asset.

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