Property Management Administrator

**Position**:Property Management Administrator (Onsite)

**Location**: Toronto, ON

The Property Management Administrator is a key role on the property management team. In this role, you will manage the day to day admin for a growing portfolio of residential properties, working with our property managers, site managers, accounting and leasing teams to ensure projects are completed and maintained to the highest standard. This is an integral role in property management, keeping everyone on track and helping set the whole team up for success. If you are a hyper-organized, detail-oriented, self-starter who excels in all things admin, we want to meet you

**Job Duties & Responsibilities**:

- Leasing Administration_
- Filing: creating labels, setting up new tenant files, checking all documents (insurance, survey drawings, executed lease, correspondence, deal sheet, signage)
- Online Filing: scanning fully executed leases, renewals, extension and letters into our share drive, and ensuring all paperwork is in order within new and existing files
- Assisting with Yardi and implementation (i.e. lease uploads, insurance uploads, update info such as parking/ storage, exclusive clause, renewal options, FROR etc.)
- Property Management Administration
- Properly filing and keeping records in the share drive and physical filing system
- Setting up Physical files and electrical folders according to our standard folder structure in the share drive for new projects
- Tracking key property data (ie. site plans, surveys, unit specs, property tax)
- Ensuring portfolio’s key accounts and their contacts are up-to-date
- Preparing cover letters/memos/notices for Property Managers (eg. AR reminder, chargeback invoice cover letter, insurance renewal, possession/turnover letters, contracts, etc.)
- Taking meeting minutes, updating and distributing to team members
- Coordinating with Property Managers to update property files (eg. Rent roll, NOI projection, sales reports, insurance certificates, tenants’ mailing addresses, etc.)
- Filing and saving both physical and soft copies of Property Assessment, Property Tax, Property Tax Appeal Notices into respective property folders
- Maintaining tenant’s insurance and sales reports and keeping up to date records
- Logging and tracking property assessment and property tax values
- Responding to billing related inquiries for Property Managers and Accounting as needed
- Coordinating property inspections
- Distributing annual tenant surveys to all tenants and review survey responses to analyze trends and feedback
- Managing team calendars to schedule meetings, track vacation dates, event dates, etc.
- Updating property information for the Westbank website on request
- Updating tenant contact lists
- Accounting Support_
- Sending out reminders to each Property Manager’s schedule for their respective properties
- Coordinating with Property Managers to ensure deadlines for submissions to accounting are met
- Preparing Cover Letters for Annual Rent Schedule and CAM reconciliation for Property Manager sign off
- Scanning and save Signed Cover Letters to each tenant folders in the shared drive
- Mailing Annual Rent Schedule Letters
- Updating status of the rent schedule mail outs

**Qualifications**:

- Experience in property management (2-3 years)
- Strong verbal and written communication skills
- Advanced computer skills as well as proficiency in the Microsoft Office suite
- Strong organizational skills, ability to adapt to multiple demands, set priorities and achieve results on a timely basis
- Analytical thinker and ability to readily grasp new concepts and adapt to a fast paced, ever-changing environment

**Salary**: $55,000.00-$70,000.00 per year

**Benefits**:

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

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

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

**Experience**:

- Microsoft Office: 4 years (preferred)
- Property management: 2 years (required)

Work Location: In person