Leasing and Property Administrator(15 Month Contract)

**Job Description - PMI Inc.**

**Job title**:
Leasing and Property Administrator

**Location**:
Kitchener, On

**Terms**:
15-month Mat leave replacement with potential Full Time at the end

**Department/Division**:
PMI Properties

**Reports to**:
Property Manager

**About us**:
At PMI Group, we believe everyone deserves the opportunity to have a place to call home. We are more than builders. We are community shapers. Our imaginative approach incorporates fresh thinking, grounded in a philosophy of collaboration and transparency. Our progressive properties are modern in their styling but will stand the test of time, house generations to come, and are raising the standard of what it means to build attainable housing. Every project, every detail, every partnership is overseen by our accomplished team of professionals and trade partners, who take pride in building beautiful, quality communities. The PMI Group of Companies is comprised of 3 companies
- PMI Inc
- Development & Head Office
- PMI Build LP - Our construction Division
- PMI Properties Inc
- Our Property Management Division

**About the role**:
**As an integral part of Head Office, The Leasing and Property Administrator is responsible for providing general administrative support to the Property Management team as well as general administrative and receptionist activities within the head office. This position will be the main point of contact, voice of the business for all incoming calls related to the property management team and the head office team and then redirect those as required. This position will be required to handle multiple demands, competing priorities and adapt to new ideas and constant changes and is a highly organized individual who has an eye for detail and accuracy.

**Responsibilities**:
Key Competencies
- Communication: Interacting and communicating (both written and verbally) respectfully and professionally.
- Customer Service (Internal and External): Understanding customer needs and provides solutions/support.
- Attention to Detail: Focusing on important details.
- Problem Solving and Decision Making: Defining issues, examining alternatives and effects.
- Time Management and Organization: Using time and resources optimally. May require overtime / additional hours.
- Adaptability: Adjusting priorities and pace to reflect changing demands.
- Accountability: Holds self and others to responsibilities and commitments.

**Primary Responsibilities (Leasing and Property Management Administration)**:

- Provide tours to prospective tenants to help them find their ideal unit.
- Manage prospective tenant leads and provide them with property information in a timely manner.
- Monitor progress towards sales goals/targets and make necessary adjustments to ensure targets are met or exceeded.
- Ensure the accurate completion and thorough auditing of leasing documentation to maintain compliance and uphold the integrity of the leasing process.
- Act as an internal contact for maintenance-related items and provide exceptional customer service.
- Responsible for scheduling maintenance teamwork flow and various notices including preparation of correspondence.
- Assist Leasing and Property Manager in various activities of the business and the tenants.
- Receive and take action (or redirect where appropriate) on all complaints and service requests from tenants in assigned buildings.
- Ensure strict confidentiality and privacy of the company and the tenants.
- Review daily security reports and initiate follow-up actions as appropriate.
- Maintain maintenance requests from tenants and complete follow-ups with leasing and property managers.
- Assist with data input of routine reports, filing, and computerized data entry.
- Delegate applicable issues and work orders to maintenance, follow-ups with maintenance on timing and completion.
- Process various financial documents, and maintain communication and delivery with accounting, for any on-hand payments.
- Operate intercom and fob system wherever necessary.

**Primary Responsibilities (Receptionist and General Administration)**:

- Present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions as the front face of the business.
- Enjoy and take pride in providing excellent service.
- Great with people - warm, friendly, and helpful on the phone.
- Perform related administrative duties, such as maintaining filing and record systems, faxing, and photocopying.
- Receive, record, and redirect/distribute all forms of paper and or electronic correspondence.
- Type forms, letters, reports, and memos as necessary.
- Ensure all forms and reports are completed as needed.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence.
- Accept and monitor inbound shipments as necessary.
- Manage the phone system.
- Refer all inquiries to the appropriate individuals, divisions, or departments acros