Leasing & Administrative Assistant

Maintain the highest level of customer service in relation to the residents, family members and contractors.
- Conduct pre-inspection and vacate inspection of units, note deficiencies, and prepare unit repairs report for Property Manager approval.
- Manage and maintain the market waitlist in chronological order
- Utilize Housing to Access waitlist to fill RGI units to fulfill City of Toronto mandated requirements
- Correspond with applicants annually to determine desire to remain on market waitlist
- Manage the apartment turnover and work closely with Maintenance Team to complete the unit (apartment ready for lease) with the least vacancy loss.
- Build/grow prospect channel and collaborate with Marketing Department on initiatives to grow the market rent wait list for Caboto Terrace and Casa Del Zotto
- Prepare all the Leasing documentation for approval and signing by the Property Manager.
- Provide move-in notice copy to Property Manager, and Account Receivable (AR) Department for updates to building and AR rent rolls, process all documentation (move-in notice, PAP, parking as appropriate, etc)
- Complete all tenant on-boarding activity (laundry card, emergency contact information, etc).
- Collect rent payments and make rent payment deposits
- Follow-up the outstanding rent arrears
- Maintain rent schedule and tracking of rent renewals for Market and Rent Geared to Income (RGI)
- Make necessary changes to lobby directory in accordance with new tenants, terminations, transfers etc.
- Maintain tenants’ files
- Liaise with Onsite Community Service Agencies (META, PACE, VITA, VCT Supportive Housing)) as it pertains to tenants in need of assistance etc.
- Support existing social programs and bookings as required.
- Identify new programs and initiatives that align with our tenant interests and promote socially active independent seniors. Submit proposal to the Property Manager.
- Assist in ensuring all paperwork and tenant management software, New Views and Yardi are completed according to company policy, and in accordance with the Residential Tenancy Act in a timely and accurate manner.
- Provide support to other team members as required, including assistance as a valuable team member.

Administrative
- Coordinate the implementation of repairs, maintenance and renovations carried out on buildings and monitor progress and cost of work.
- Assist as needed in preparing and posting notices as required for monthly maintenance, one-time maintenance, holiday wishes, building rules/policies.
- Ensure that all service requests from residents are addressed promptly.
- Order office supplies
- Maintain petty cash
- Prepare list of tenant change for Property Manager and accounting (monthly).
- Cover office hours
- Prepare Rent-Geared
- To
- Income calculations and Market Rent Increases for Property Manager Review and Approval.
- Adhere to policies and procedures of Villa Charities Inc.

**Desired Qualifications**
- 3-5 years of Residential property management experience.
- Knowledge of Residential Tenancy Act and City of Toronto Social Housing
- Strong computer skills: confident in MS Word, MS Excel, and MS Outlook, Newviews and Yardi.
- Must demonstrate exceptional organizational skills and be extremely detail oriented.
- Ability to work well under pressure and balance and prioritize multiple projects, deliver programs and tactics on a timely basis in a deadline-oriented environment.
- Excellent organizational, communication and time management skills.
- Exercising tact, diplomacy, and confidentiality at all times

Must be flexible, adaptive to change and able to handle shifting priorities with maturity and foresight to cope with input and changes, with short notice at times.
- Knowledge of Italian language and/or Italian Canadian community, considered an asset
- Proven diplomacy skills and commitment to customer service.

Pay: $45,000.00-$50,000.00 per year

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care
- Wellness program

Ability to commute/relocate:

- North York, ON M6A 1C3: reliably commute or plan to relocate before starting work (preferred)

**Experience**:

- Property management: 3 years (preferred)
- Residential Tenancy Act and City of Toronto Social Housing : 3 years (preferred)

Work Location: In person