Property Administrator

1 day ago

South Landing Drive Winnipeg Manitoba Canada RG C Paragon Living Full time
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 processes, procedures, and system updates by assisting with training materials, documentation, and communication. 
  • Support onboarding of new properties, including digital file setup, system entries, key logs, insurance records, and utility setup. 
  • Provide general administrative assistance to team members as needed. 
  What You Bring
  • Completion of Grade 12 or equivalent. 
  • 3-5 years of progressive experience in resident property management or portfolio operations, ideally supporting multiple buildings. 
  • Knowledge and experience with navigating the Manitoba Residential Tenancies Act, Policy and Guidelines, and procedures. 
  • Competent in utilizing various software and web-based platforms including Microsoft 365, Yardi (or similar programs), and SharePoint. 
  • Proven ability to stay organized in a fast-paced environment balancing priorities across different departments. 
  • Ability to problem solve with minimal direction; be cognitively aware of when to escalate issues to upper management for further direction. 
  • Strong sense of confidentiality, tact and diplomacy. 
  • Interest in learning and growing – whether it is new systems, internal processes, or personal skill development. 
  • Valid driver's license and reliable vehicle.   
  • Ability to provide a clear Criminal Record Check upon request. 
  Why Join Paragon Living?
  • A supportive, collaborative team that celebrates growth and shared success 
  • Opportunities to contribute, learn, and lead in a growing company 
  • Competitive compensation and benefits 
  • A culture that values connection, creativity, and community 
  Ready to Build Something Great With Us?  Apply now  We'd love to hear from you.     While we appreciate all applicants, only those selected for an interview will be contacted. 

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