Property Administrator

About Us:
HomeSpace Society is a leading organization dedicated to providing affordable housing solutions to low-income individuals and families within our community. Our mission is to create safe and sustainable housing opportunities while fostering a sense of belonging and community. HomeSpace’s current portfolio consists of over 34 owned properties containing 903 units located throughout Calgary.

Position: Property Administrator

Reports to: Senior Facilities Manager
Location: HomeSpace Society Downtown Office

Job Summary:
As a Property Administrator, you will play a key role within the Property Management team, ensuring the efficient operation of office and building functions while fostering strong tenant relations. This role involves overseeing day-to-day administrative responsibilities for an assigned HomeSpace Calgary portfolio. Your contributions will be essential in delivering high-quality property management services that align with the organization’s mission and goals. If you are a proactive, detail-oriented professional, this role requires strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders.

Key Responsibilities:
Reporting to the Senior Manager, Facilities, the Property Administrator will collaborate with other Property Management team members and various stakeholders to support the following functions:
Accounting & Tenant Relations

Receivables Management:

- Review and prepare all receivables to ensure accurate data entry of payments for accounting processing.

Payables Management:

- Review and prepare all invoices in Payscan, ensuring timely and accurate submission for payment processing.

Tenant Chargeback Invoicing:

- Process and maintain organized records of invoices billable to tenants and other parties.

Insurance Claims & Large Project Chargebacks:

- Maintain well-organized filing systems for billing and payments related to insurance claims and major project chargebacks.

Building Operations
- Ensure maintenance requests are entered into Yardi and completed per established standards and timelines.
- Address and communicate tenant concerns promptly and professionally.

Purchase Orders (POs):

- Generate detailed POs from existing work orders upon request.
- Communicate PO numbers to requestors and contractors.
- Review and approve POs within the designated approval limits.
- Follow up with contractors on outstanding POs older than 45 days.

Building Maintenance Scheduling:

- Assist tenants, agency partners, contractors, and vendors with scheduling building maintenance.
- Communicate building procedures and general property information as needed.

Maintaining Accurate Records:

- Ensure all property-related activities are documented, including maintenance schedules, vendor contracts, emergency contact lists, and preferred vendor lists.

Technician Work Order Support:

- Assist Technicians with work order management and scheduling.

General Office Administration
- Participate in team meetings to provide property operations updates and collaborate on cross-functional projects.
- Work closely with Maintenance Supervisors to address service quality issues related to tenant or agency partner concerns.
- Perform general office administrative duties as assigned.
- Support special projects as requested by the Senior Manager, Facilities.

Qualifications:

- A post-secondary certificate, diploma, or degree in Office Administration is preferred or a High School Diploma with at least 3 years of experience in property management, including managing multiple properties and coordinating with contractors and vendors.
- Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously.
- Excellent communication skills, with the ability to interact professionally with all stakeholders, including tenants, agency partners, internal customers, contractors, and vendors.
- Strong critical thinking skills, with the ability to identify and resolve issues quickly and effectively.
- Ability to work independently, take ownership of tasks, and prioritize effectively in a demanding environment.
- Demonstrated ability to develop and coordinate project tracking.
- Experience with accounting functions such as Accounts Payable (AP) and Accounts Receivable (AR)
- Strong written and verbal communication skills.
- Proficient in Microsoft Office suite, with experience using property management software a plus.
- Familiarity with Yardi or similar property management software is an asset.
- Basic building maintenance knowledge is an asset.