Residential Property Administrator

  • Division: Residential
  • Term: Full-Time
  • Location: 50 Bayswater Ottawa, ON

We are seeking a Residential Property Administrator to join our team, working Monday to Friday from 9 AM to 5 PM. In this role, you will assist the Residential Property Manager and COO in the daily administrative activities of the Residential Property Management Department. The ideal candidate will be computer proficient and ready to support various tasks to ensure the smooth operation of our property management services.

Key Responsibilities by department:

RENTALS

  • Collect, arrange, and process rental applications including collecting payment of LMR
  • Inform declined applicants and arrange return of LMR
  • Produce and collect leases and all required move-in documents
  • Provide rental and lease related documents to Res Admin Assistant for paper and e-filing
  • Process vacates
  • Process sublets and assignments
  • Process Mission rentals and serve as contact point for Mission staff

COMMUNICATIONS/TENANT RELATIONS

  • Pursue tenants for collection of late or bounced rent
  • Produce memos and letters as needed by PM
  • Handle majority of phone and email correspondence with tenants
  • Provide move-in package and by-law tenant information package to new tenants
  • Prepare Parking, Storage, and AC agreements
  • Approve parking permit requests
  • Maintain clear records of parking assignments (parking spreadsheet updates and auditing)
  • Provide important communication documents to Res Admin Assistant for paper and e-filing

ACCOUNTING

  • Submit all tenant adjustments (move-in, PAP, credits, parking adjustments, chargebacks etc.)
  • Provide rental statements to tenants upon request
  • Distribute completed financial statements
  • Process POs and invoices upon request
  • Code, distribute, file EFTs and rent supplement payments
  • Produce cheque requisitions and distribute refund cheques to tenants where required
  • Send daily and monthly reports of credit card transactions

OPERATIONS

  • Add/remove properties and staff members from Suitespot
  • Add service requests to Suite Spot
  • Assist with closing/opening duties when a property is sold or added to the portfolio
  • Issue fobs, update buzzer boards

LEGAL

  • Prepare and distribute N4s, N1s, N5s
  • Correspond with paralegal
  • Review and catalogue security camera footage when required
  • Assist with utility account changes when requested by PM

COMMERCIAL

  • Handle most commercial admin matters for buildings that are primarily residential such as issuance of statement of charges each year, issuance of OPC recovery statements when requested by financial analyst
  • Serve as additional contact point between PM and Commercial Tenants when needed
  • Assist in rent collection from commercial tenants when needed
  • And other duties as required.

APPLY HERE!