Property Administrator

**Join Our Team at Paragon** **The Company** Paragon is one of Winnipeg’s largest, privately-owned real estate companies, specializing in the development of sustainable, purpose-built multifamily rental properties. Backed by over 15 years of experience, Paragon offers end-to-end real estate services - from acquisition and development to construction management and long-term property management. With over $800 million in projects under development, we are expanding our team to support our continued growth. At Paragon, we believe in fostering an environment where our employees can thrive professionally and personally. We offer a comprehensive benefits package, career development opportunities and a dynamic workplace culture that embodies The Paragon Way. **The Opportunity** Reporting to the Property Manager, the **Property Administrator** plays a key role in ensuring smooth day-to-day property operations and exceptional resident experiences across the portfolio. In addition to collaborating with the maintenance team, this role holds primary responsibility for overseeing a portfolio of 176 units, serving as the direct point of contact for residents and ensuring service excellence. **What You’ll Be Doing**:Resident Relations/On-Site Support (Non-Resident Manager Properties)**
- Serve as the primary point of contact for residents at properties without live‑in Resident Managers, responding promptly and professionally to inquiries, concerns, follow‑ups, and after‑hours emergencies.
- Conduct regular site visits to assess building conditions, support residents in person, deliver notices, and help maintain a safe, positive, and well‑kept environment.
- Document all resident interactions, service requests, issues, and resolutions in Yardi to ensure full team visibility and compliance with internal standards.
- Support move‑in and move‑out processes by completing inspections, confirming unit readiness, and assisting with resident communication.
- Monitor cleanliness and presentation of common areas; coordinate with contract cleaners and complete minor tasks only as needed (e.g., urgent cleanup or covering gaps).
- Identify maintenance concerns, hazards, and urgent issues during site visits, ensuring timely escalation and coordination with contractors, Maintenance Technicians, or head office teams.
- Provide clarity and guidance to residents on policies, expectations, and procedures consistent with the Manitoba Residential Tenancies Act.

**Resident Relations (Portfolio Wide Support)**
- Respond to escalated resident issues that cannot be resolved at the site level, ensuring alignment with Paragon’s values and policies.
- Support resident facing initiatives such as welcome packages, communication templates, seasonal announcements, and proactive engagement strategies.

**Lease Management**
- Oversee administrative processing of lease agreements, renewals, and terminations initiated by site teams or leasing agents, ensuring accuracy and timely updates in Yardi/RentCafe.
- Track assignments, lease renewals, and lease execution to ensure deadlines are consistently met.
- Maintain compliant digital resident files throughout the resident lifecycle.
- Support re‑rental efforts and coordinate with Leasing and Marketing teams regarding upcoming vacancies.
- Maintain current lease templates, addendums, and notices in line with legislation.

**Budgeting, Financial Reporting & Accounts Receivable**
- Assist the Property Manager and Senior Property Accountant in annual budget preparation and ongoing financial reporting to ownership groups.
- Review accounts receivable reports regularly with Resident Managers; assist in addressing outstanding balances, credit discrepancies, and documentation needs.
- Track monthly security deposit reconciliations, coordinating moveout charge confirmations and ensuring timely reporting and communication to residents.

**Property Maintenance Administration**
- Coordinate with the Maintenance Coordinator to ensure timely responses and resolution of open maintenance requests; flag aging or recurring issues for Property Manager’s review.
- Assist with seasonal and contract-based maintenance (snow removal, landscaping, HVAC) ensuring documents are complete, schedules are shared and vendors performance is monitored.
- Assist in organizing and documenting unit turnovers, confirming cleaning, repairs, and readiness for incoming residents.
- Participate in internal property inspections and support semi-annual unit inspections alongside the Property Manager or Resident Managers, including documentation and task follow-up.

**General Administration**
- Maintain accurate resident files, lease records, property documentation, and vendor information across Yardi, SharePoint, and other internal systems—ensuring compliance and audit readiness.
- Monitor adherence to the Manitoba Residential Tenancies Act and internal Paragon policies; escalate to management when required for review.
- Support rollout of new processe