Full Time Property Management Administrator

3 weeks ago

Kingston, Canada DMS PROPERTY MANAGEMENT Full time

The DMS Group is currently seeking a full time **Property Administrator **to join our Property Management team in **Kingston**. The Property Administrator works under the direction of the Property Manager to oversee the administrative and maintenance operations of a particular portfolio/development. They will be responsible for meeting all contractual obligations and deliverables as well as achieving or exceeding the company’s and client’s key performance indicator targets.

Under the direction of the Property manager, you will oversee the co-ordination of all work necessary for efficient operation of the property’s management office supporting our Kingston site.

**Major Responsibilities**:
**Rent Collection**
- Collection of rent payments (cheques, money orders, and interact payments)
- Entry of rent payments into Yardi system
- Completion of rent Collection report(s) if applicable
- Preparation of Deposit forms

**Arrears Management**
- Contact delinquent residents via telephone or at their door for outstanding rent payments
- Prepare and issue Form N4 to all outstanding accounts in accordance with approved policy
- Track expiry of From N4s in Outlook and ensure expired forms are forwarded to the paralegal with the Property Manager’s approval
- Tracking of Landlord and Tenant Board hearing dates and subsequent Orders when/if issued
- Monitor the arrears as a percentage of the rent roll
- Ensure tenant adjustment forms are sent to the Bookkeeper once signed by the PM

**Vacancy Management**
- Receive all notices to terminate and have Form N9 signed by vacating residents
- Complete Tenant Adjustment Form and scan to Bookkeeper
- Ensure that advertising of vacant units is in place on websites
- For Market Rent Units - refer to waiting list if applicable or show units to callers/walk ins
- For RGI Units - Consult with the PM on whether internal waiting list or centralized waiting list is to be accessed and update Service Manager as required
- Provide notice of vacating resident, wherever possible, of entry to show the unit to prospective residents
- Prepare lease agreement for Property manager
- Review and sign lease agreement with applicants, if directed, by Property Mangere ensuring all required addendums are included
- Responsible to prepare other LTB Forms as directed by the PM.

**General Administration**
- Address issue to satisfaction of all concerned parties within your authority directing to PM as necessary
- Maintain professional approach and attitude at all times
- Assist in preparation and calculation of Rent Geared to Income annual and midyear reviews as directed by the PM
- Draft general correspondence and notices to residents as directed by the Property Manager
- Initiate Purchase Orders through SEAS for contractor services and once approved, by the PM, place call to the approved contractor
- Track, prepare, and submit required statistical records as directed by the PM
- Maintain contractor keys and ensure key sign out procedure is adhered to
- Maintain resident unit and maintenance files in accordance with approved policy
- Responsible for daily communication with PM on any and all matters requiring their attention
- Other assignments within the scope, spirit, and purpose of the job as reasonable requested from time to time by the management

**Desired Skills and Experience**
- Minimum two (2) years of experience in residential property management;
- Experience utilizing Yardi or similar financial software
- Knowledge of RTA as an asset;
- Ability to meet deadlines proficiently;
- Demonstrates a high degree of integrity
- Superior oral and written communication skills.
- Strong computer skills - MS Word, Excel, and Outlook.
- Strong administrative experience in Residential Property Management.
- Energetic leadership. Enjoys leading by example. Using a “can-do” attitude that will positively influence, motivate and energize the team.
- Proven ability to identify, evaluate and develop new ideas with supportable results,

This is an excellent opportunity for a career-minded property management professional looking for a challenging opportunity.
- DMS is one of Canada's premiere real estate services companies managing a wide range of property types and providing tenants and landlords with superior service and outstanding value. DMS was ranked Canada’s number 1 managing company in August 2020 by Canadian Apartment Magazine and is currently managing over 18 million square feet with a value of over $3.5B._
- We are an equal opportunity employer and will provide accommodations during the recruitment process upon request._

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

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Kingston, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Property administration: 3 years (required)
- RTA: 3 years

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