About the Role

Montreal Living manages a portfolio of multiple residential buildings across Montreal and the West Island under the promise of Service, Style, and Location. We're looking for an organized, reliable, and people-oriented Administrative Assistant to support the Property Manager across the full portfolio while taking direct, hands-on ownership of the administration of one 21-unit apartment complex in the West Island.

This is a hybrid role: about half administrative support (correspondence, scheduling, tenant files, reporting, accounting support) and half full-cycle, on-the-ground management of a single small complex — from renting units and collecting rent to coordinating repairs, cleaning, snow removal, and landscaping. It suits someone who is equally comfortable behind a desk and walking a building, and who takes pride in running a property well.

Key Responsibilities

Portfolio Administrative Support

- Provide day-to-day administrative support to the Property Manager across the entire portfolio.
- Ssend correspondence to tenants, contractors, and suppliers in French and English.
- Maintain accurate, up-to-date digital tenant files, leases, and building records.
- Schedule appointments, showings, inspections, and contractor visits across buildings.
- Support accounts payable/receivable tasks and assist with monthly reporting to the Property Manager.
- Track and follow up on maintenance requests, service calls, and work orders portfolio-wide.
- Help prepare documents for the Tribunal administratif du logement (TAL) and represent the owner as needed.
- Assist with general office organization, filing systems, and process documentation.

Direct Administration of the 21-Unit Complex

For this building specifically, the Administrative Assistant acts as the in office administrator responsible for its full operation, including:

- Rent collection — issuing rent statements, tracking payments, following up on arrears, and coordinating with legal processes for non-payment when required.
- Renting apartments — advertising vacancies,



screening prospective tenants, conducting showings, preparing and signing leases.
- Negotiating rent increases — preparing renewal notices, calculating allowable increases, and negotiating directly with tenants within legal (TAL) guidelines.
- Coordinating repairs and maintenance — logging requests, dispatching the maintenance team or outside contractors, and following up to confirm completion and tenant satisfaction.
- Coordinating cleaning — scheduling and overseeing common-area cleaning services.
- Coordinating snow removal — scheduling seasonal snow removal contractors and confirming service during winter months.
- Coordinating landscaping — scheduling seasonal landscaping and grounds upkeep.
- All other duties typical of administering a rental property — move-in/move-out inspections, tenant communications, minor budget tracking, vendor relationships, and ensuring the building remains compliant, safe, and well-presented.

Qualifications

- Strong organizational skills with the ability to manage multiple priorities at once.
- Ability to work with people in difficult situations and find creative ways to reach win/win situations.
- 1–3+ years of experience in property administration, leasing, or a related administrative role (real estate experience an asset).
- Bilingual — fluent in French and English (spoken and written).
- Comfortable negotiating with tenants and handling difficult conversations professionally.
- Proficient with Microsoft Excel; comfortable learning property management software.
- Valid driver's license and reliable transportation for travel between buildings.
- Discreet, dependable, and comfortable working both independently and as part of a small team.

What We Offer

- A varied role combining office administration with real ownership of a full property.
- Direct mentorship from the Property Manager across a growing, well-established portfolio.
- Competitive salary based on experience.
- Room to grow into greater portfolio-wide responsibility over time.

Pay: $20.00-$30.00 per hour

Work Location: Hybrid remote in Montréal, QC H8Z 1R3

📌 Administrative Assistant, Property Management (Canada)
🏢 Montrealliving
📍 Canada