Property Administrative Assistant

**Purpose**:
To provide customer service to residents/clients; organize and maintain up to date and precise property administration; work as part of a team, assist manager with any required tasks.
Main Responsibilities and Activities
- Customer Service Relations:

- Maintain the highest level of customer service.
- Communicate effectively with residents and relevant others.
- Actively listen and act upon resident inquiries, concerns and complaints. Escalate complaints to the Property Manager as required.
- General Administration:

- Assist the Property/Site Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking etc. as needed.
- Ensure effective and precise electronic filing of all relevant documents.
- Assist in collection and submission of N9s.
- Assist tenants with using the Resident Portal.
- Resident Leasing Administration:

- Arrange meetings for approved leases with tenants.
- Retrieve information from future tenants.
- Collect all required information prior to move ins.
- Show rental units as needed.
- Program fobs, transponders and intercoms.
- Resident Payment Administration:

- Collect, sort and process rental payments.
- Prepare bank deposits and ensure proper filing of receipts.
- Track and collect rent cheques.
- Deliver/send out weekly collection letters.
- Audit AR (investigate large credits, top up LMR etc.)
- Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed.
- Resident Portal:

- Assist tenants in setting up PAPs.
- Input tenant insurance.
- Provide tenants with their security code for login.
- Respond to maintenance/communication tickets where applicable.
- Provide technical support for tenants.
- Maintenance & Repair Administration:

- Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.
- Prepare all relevant documentation related to maintenance and repair.

**Administrative and Office Support**:

- Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.

Scope
- Work in close cooperation with Leasing Specialists, Operational Staff and Property Manager.

**Qualifications**:
Education
- Minimum High School diploma (Grade 12/13).
- Preference: attending University/College.
- Requirements: ability to read and write English fluently and the ability to understand and perform our property. management software functions, in addition to accurately understand the legalities of leasing language.

Experience
- Required: A minimum of 1-2 years of experience in leasing and/or property administration or a related field.

Skills and abilities
- Actively supports our values of: Honesty, Integrity, Respect, Trust.
- Solid working knowledge of residential property administration.
- Strong computer skills: excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook and able to learn Property Vista.
- Sound judgment and decision-making capabilities.
- Excellent communication and relationship building competencies.
- Adaptable and actively looks for ways to improve processes.
- Strong administrative and organizational skills.
- Strong time management skills.
- Portrays a professional image.
- Strong customer service orientation.
- Motivated to learn more and grow within this position.
- Good negotiating skills.
- Has a high tolerance to stress.
- Ability to take direction and complete tasks quickly and accurately.

INDHP
Thank you for your interest in Sterling Karamar Property Management.