Property Administrator

2 months ago

Edmonton, Canada Zen Residential Full time

**Company Overview**:
Zen Residential Property Management is a distinguished and forward-thinking property management company dedicated to providing exceptional residential experiences to our tenants and property owners. With a commitment to excellence, innovation, and customer satisfaction, we have established ourselves as a trusted leader in the industry. Our mission is to create harmonious living environments that inspire comfort, convenience, and a sense of community.

**Role Overview**:
This role reports to the Director of Operations. As a Property Administrator, your role is integral to maintaining accurate financial records, ensuring timely payments, and facilitating effective communication with tenants. Your attention to detail and adherence to procedures contribute to our financial integrity and tenant relationships.

**Deposit Processing**:

- Handle the timely and accurate processing of in office payments/deposits received from tenants.
- Ensure proper documentation and record-keeping of all transactions including adding $50.00 Administrative charge to account.
- Adhere to financial procedures and controls to maintain accuracy and compliance.

**APW Processing**:

- Post APW’s not on Rent Café.
- Activate and deactivate APW’s.

**Verification of Lease Documents & Storage in Yardi**:

- Manage the lease administration process, ensuring accurate and up-to-date records in Yardi, our property management software.
- Enter all lease charges and additional fees in Yardi for new and renewing residents.
- Maintain organized lease files for easy access and retrieval.

**Letter Demand Sent on the 5th for All Arrears (Eviction Letters)**:

- Prepare and send eviction letters (letter of demand) to tenants in arrears as per the established timeline and legal requirements.
- Maintain accurate records of all eviction letters and related correspondence.

**Send Out Arrears Listing to PM Team**:

- Generate and distribute arrears listings to the property management team, providing them with an overview of tenants in arrears and their outstanding balances.
- Collaborate with the team to develop strategies for resolving arrears effectively.

**Post Late, NSF Fees and E-Transfers**:

- Accurately post late fees, NSF (Non-Sufficient Funds) fees and E-Transfers to tenant accounts in accordance with the lease terms and company policies.
- Ensure proper documentation and communication with tenants regarding fee assessments.

**Collect Outstanding Balances**:

- Actively communicate with tenants to collect late fees and NSF fees.
- Monitor tenant arrears and proactively follow up with tenants to address outstanding payments.
- Follow up on outstanding balances and coordinate with the appropriate departments to resolve payment issues.

**Arrears Administrator and Follow-up**:

- Track and document all communication related to arrears and payment arrangements in resident profile.
- Update weekly detailed arrears notes by resident - shared spreadsheet from Asset management.

**Qualifications**:

- High school diploma or equivalent; additional education in business administration or related field is a plus.
- Strong attention to detail and organizational skills.
- Excellent written and verbal communication skills.
- Proficiency in using property management software, such as Yardi.
- Basic knowledge of leasing and property management processes.
- Familiarity with legal and regulatory requirements related to eviction procedures.
- Ability to work effectively in a fast-paced environment and manage multiple priorities.
- Strong problem-solving and decision-making abilities.

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