Property Administrative AssistantPosition Overview The Property Administrative Assistant (PAA) plays an integral role in supporting the Property Management Team with the day-to-day operations of a portfolio of commercial properties. This position serves as a key point of contact for tenants, contractors, vendors, employees, and the general public.

The successful candidate will be highly organized, detail-oriented, professional, and capable of managing multiple priorities. This is a data-entry and document-processing intensive role where accuracy, organization, and timely follow-up are essential.

The successful candidate will be expected to learn quickly and take ownership of assigned responsibilities while providing reliable administrative support to the property management team.

Key Responsibilities & Duties

Tenant Relations & Property Administration

- Act as a primary, forward-facing contact representing the Property Management Team and provide professional, courteous, and timely service.
- Guide prospective and incoming tenants through pre-tenancy requirements, ensuring all required documentation is obtained and pre-occupancy procedures are completed prior to possession.
- Receive, document, prioritize, communicate, and follow up on tenant requests and inquiries.
- Process repair and maintenance requests, access card requests, boardroom bookings, and other tenant service requests.
- Respond to tenant questions and ensure reasonable tenant needs are addressed promptly and professionally.
- Maintain detailed and accurate tenant records, notes, and correspondence.

Database & Document Management

- Maintain accurate and up-to-date databases for tenants, contractors, properties, and other operational records.
- Perform a high volume of data entry and document processing with a strong focus on accuracy.
- Maintain detailed notes and records to ensure information is current and accessible to the Property Management Team.
- Ensure documents are properly named, organized, filed, and readily accessible.
- Track important dates, deadlines, renewals, and outstanding documentation.





Accounts Payable & Invoice Management

- Receive, track, code, and process invoices in accordance with established procedures.
- Follow up on outstanding invoices and documentation as required.
- Ensure invoices are accurately recorded and submitted for processing in a timely manner.

Accounts Receivable

- Assist with tenant accounts receivable, including sending account statements and following up on outstanding balances.
- Respond to tenant rental and account inquiries.
- Obtain and maintain updated Pre-Authorized Debit (PAD) agreements and related documentation.
- Maintain accurate records of tenant account information and correspondence.

Banking & Credit Card Reconciliation

- Prepare and complete bank deposits and make regular bank runs to the branch.
- Collect, code, and reconcile corporate credit card statements and supporting documentation.
- Ensure transactions are properly documented and accurately recorded.

Insurance & Compliance Documentation

- Maintain tenant and contractor insurance databases.
- Obtain, review, track, and maintain Certificates of Insurance (COIs).
- Obtain and track WSIB Certificates and ensure required documentation remains current.
- Follow up on expired or outstanding insurance and compliance documentation.

Contracts, Inspections & Maintenance Records

- Ensure maintenance contracts, inspection reports, and other required property documentation are received in a timely manner.
- Track and summarize important dates, renewal dates, inspection dates, and other critical deadlines.
- Maintain organized and up-to-date electronic and physical filing systems.

General Office & Administrative Support

- Assist with maintaining an organized, professional,



and efficient office environment.
- Provide timely follow-up on phone calls, emails, tenant requests, and other communications.
- Manage and prioritize multiple tasks simultaneously while meeting deadlines.
- Provide administrative support to the Property Management Team as required.
- Perform other duties and responsibilities as assigned.

Qualifications & Skills
- Previous property management, commercial real estate, or accounting experience is considered an asset.
- Strong administrative and organizational skills.
- Excellent attention to detail with a strong commitment to accuracy.
- Proficient in Microsoft Office, including Outlook, Word, and Excel.
- Proficient in Microsoft Teams.
- Strong data entry and document management skills.
- Excellent written and verbal communication skills.
- Professional and courteous manner when dealing with tenants, contractors, vendors, and the public.
- Ability to prioritize and manage multiple tasks and deadlines.
- Solid follow-up skills and the ability to take ownership of assigned responsibilities.
- Ability to work independently while also functioning effectively as part of a team.
- Comfortable handling confidential and financial information.

Ideal Candidate The ideal candidate is someone who is organized, dependable, detail-oriented, and proactive. You take pride in keeping records accurate and up to date, follow through on outstanding items, and understand the importance of completing administrative tasks correctly the first time. You are comfortable working with large amounts of information, managing competing priorities, and communicating with a wide range of people. You also understand that in property management, attention to detail and consistent follow-up are critical to keeping operations running smoothly.

Job Types: Full-time, Fixed term contract

Pay: From $60,000.00 per year

Benefits

- Dental care
- On-site parking
- Vision care

Flexible language requirement:
- French not required

Language:
- English (preferred)

Work Location: In person

📌 Property Administrative Assistant (Toronto)
🏢 Liberty Market Building
📍 Toronto