Job Summary

Haven Bridge is seeking a Residential Property and Office Administrator to run the day-to-day administration of our Ontario residential portfolio while serving as the operational anchor for our office. This is a hybrid role combining tenant lifecycle administration, Landlord and Tenant Board (LTB) compliance, accounts payable, and general office management. The successful candidate is highly organized, comfortable operating in Yardi, fluent in Ontario residential tenancy processes, and able to move between tenant-facing work, back-office finance support, and office operations without dropping detail.

Key Responsibilities

Tenant Administration and LTB Compliance

- Serve as first point of contact for tenant communications, inquiries, and service requests; resolve or route promptly and professionally
- Administer the full lease lifecycle: new leases, renewals, rent increases (AGI and guideline), notices, and move-in / move-out documentation in compliance with Ontario's Residential Tenancies Act
- Prepare, serve, and track LTB notices and forms (e.g., N4, N5, N9, N11, N12) and file applications (L1, L2) with accurate supporting documentation
- Coordinate LTB hearing logistics, assemble evidence packages, and liaise with legal counsel or paralegals as required
- Maintain arrears tracking and lead first-line rent collection follow-up prior to escalation

Property Data and Systems (Yardi)

- Maintain accurate property, unit, lease, and tenant records in Yardi as the system of record
- Process rent charges, receipts, adjustments, and reconciliations within Yardi
- Coordinate maintenance schedules and work orders through Yardi Maintenance or CMMS; track completion and vendor performance
- Ensure data integrity across rent roll, occupancy, and lease expiry reporting

Accounts Payable

- Process vendor invoices end-to-end: verify, code to the correct GL account and property, obtain approvals, and enter into Yardi
- Perform PO / invoice / work-order matching and flag discrepancies for resolution
- Manage payment runs (cheque, EFT,



pre-authorized) and maintain payment schedules to preserve vendor relationships and avoid late fees
- Reconcile vendor statements, maintain the vendor master file, and support month-end AP close and accruals
- Track recurring property expenses (utilities, property tax, insurance, service contracts) and escalate variances

Office Management and Administration

- Own day-to-day office operations: supplies, correspondence, mail, filing, and vendor / facilities coordination
- Maintain organized physical and digital document management for leases, maintenance logs, compliance records, and financial files
- Provide administrative support to management, including scheduling, meeting coordination, and ad hoc project support

Reporting

- Prepare recurring reports on occupancy, vacancy, arrears, maintenance status, LTB matters, and AP aging for management review
- Support month-end and periodic reporting cycles with accurate, timely data

Required Qualifications (Must-Have)

- Yardi experience (Voyager or comparable Yardi module) as a hands-on daily user
- Ontario residential property management experience, with working knowledge of the Residential Tenancies Act
- LTB experience, including preparing / serving notices, filing applications, and supporting hearings
- Office management / administrative experience in a professional environment
- Accounts payable experience: invoice processing, GL coding, and payment runs
- Solid organizational skills and attention to detail across concurrent workstreams
- Excellent written and verbal communication and professional phone etiquette

Preferred / Assets

- Property management, real estate, or paralegal background
- Familiarity with CMMS platforms for maintenance tracking
- Experience with CRM tools for tenant / prospect management
- Vendor contract and lease negotiation exposure
- Comfort supporting light leasing / sales activity (prospect inquiries, property information)

Pay: $50,000.00-$65,000.00 per year

Application question(s):

- Do you have at least 2 years of Yardi Voyager experience?

Work Location: In person

📌 Residential Property and Office Administrator (Canada)
🏢 Haven Bridge
📍 Canada