Residential Property Administrator

JOB SUMMARY:

The Residential Property Administrator is accountable to the Property Manager for the daily and periodic activities related to the management of a residential high-rise building. The Residential Property Administrator plays a role in providing support to the Property Manager in tenant relationships, client services, coordination of tenant requests, and all tenant-related activities at the property to ensure the tenants receive a high level of service commensurate with a luxury building.

KEY RESPONSIBILITIES:

ACCOUNTING:

• Responsible and accountable for rent collection, cheque posting, and application of monies to tenant accounts and review of monthly recurring billings to ensure accuracy;
• Liaise with tenants and the accounting department regarding accounts receivable collections;
• Monitor and control tenant arrears; report weekly on the status of account receivables; ensure that delinquent accounts are minimized;
• Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches;
• Monitor and track vacant unit utility accounts;
• Process all cheques, invoices, and related reports and systems within Yardi accounting software as assigned;
• Maintain and update security deposit reports;

ADMINISTRATION:

• Prepare Rental Letters;

• Assist in planning and execution of monthly tenant events;

• Read and fully understand the leases to ensure accurate information is received and maintained;

• Ensure tenants abide by the terms of the lease and other relevant acts and by-laws;

• Prepare tenant and head lease abstracts and ensure the accuracy of rent rolls;

• Ensure the monthly Lease Review Checklists and reports are accurate;

• Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur;

• Record, update, and maintain insurance coverage;

• Perform a wide variety of administrative duties including word processing, filing, photocopying, faxing, making travel arrangements, scheduling appointments, answering phones, receiving guests, etc.

TENANT RELATIONSHIP / TENANT SATISFACTION:

• Assist Tenant relationship as support to the Property Manager;

• Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.

• Ensure excellent tenant relations and strong customer service

QUALIFICATIONS:

• Intermediate to advanced skills in Microsoft Office, Word, Excel and Teams;
• Thorough understanding of property management terminology, principles, and procedures;
• Experience working with the Residential Tenancy Act, commercial leases, and related documents;
• Excellent time management / organizational skills to simultaneously handle and prioritize multiple projects;
• Organizational / Multi-Task Skills – Time management, ability to work under pressure and manage tight deadlines; ability to multi-task, a highly organized individual who has an eye for detail and accuracy;
• Self-motivated, self-starter, professional, and flexible; able to work both independently and as part of a team;
• Post-secondary education in business, accounting, or finance is an asset;
• Relationship Skills - Superior oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships with owners, tenants, and team members; ability to exercise confidentiality; professional phone manner, self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with company objectives.