Pay: CA$50,000.00-CA$55,000.00 per year

Job description:

Senior Property Administrator:

Key Responsibilities:

- Manage and maintain company inbox, ensuring timely responses and organized records
- Update Buildium with tenant notes, documents, and related information
- Schedule and coordinate tasks with the Maintenance Team
- Monitor and close Buildium work orders, providing follow-up responses to tenants as needed
- Track and update move-outs on the Monday Board
- Respond to N9 forms (Notice to End Tenancy) and communicate with tenants regarding next steps
- Schedule HappyCo inspections in coordination with the Maintenance Team
- Assist with projects by obtaining and tracking quotes from vendors and contractors
- Prepare and file documentation for applicable City grants and funding opportunities
- Generate and issue arrears notices in compliance with tenancy regulations
- Answer phone calls and manage voicemail messages, ensuring timely follow-up
- Draft and send 24-hour entry notices, service interruption notices, and other tenant communications
- Monitor and respond to incoming emails requiring property management oversight
- Supporting managers and accounting staff
- Coordinate with the Property Manager to implement corrective action plans addressing site deficiencies/issues
- Updating property manager of any break leases and N9’s that have been received
- Keeping the Property Manager informed of repetitive concerns and major maintenance issues
- Communicating and responding to/with tenants, managers, and contractors in a timely manner
- Providing tenants with notice of access to suites, fire inspections, ongoing common maintenance, and any other necessary communications
- Saving all important building documents to building folders and uploading to work order system
- Along side the Property Manager, coordinate and oversee the daily operations of the maintenance technicians

Maintenance Responsibility

- Dispatching superintendents and contractors appropriately via phone, email, and work order systems and ensure accurate completion for each work order, and updating proper software’s in place as per SOPs
- Keeping the Property Manager informed of repetitive concerns and major maintenance issues




- Communicating and responding to/with tenants, managers, and contractors in a timely manner
- Providing tenants with notice of access to suites, fire inspections, ongoing common maintenance, and any other necessary communications
- Saving all important building documents to building folders and uploading to work order system
- Along side the Property Manager, coordinate and oversee the daily operations of the maintenance technicians

Leasing Involvement/Responsibilities

- Liaising with Leasing Manager to conduct showings, when applicable
- Help prepare tenant welcome kits after move-in appointments are booked by the Leasing Manager.
- Scheduling exit reports and key hand over with vacating tenants
- Informing Leasing Manager of up coming listings
- Assist with showings when necessary, such as when the Leasing Manager is off or away.
- Ensure each new tenant receives an entry condition report. In addition to organizing exit reports, ensure they are completed with vacating tenants during their last week of occupancy.

Invoicing

- Create invoices for chargebacks to tenants, and key fobs
- Input deposits into work order system and accounting system
- Input, process, and approve daily payables; coordinate, tender, implement, and manage third-party contracts

Qualifications

Education & Experience

- Previous experience in property management administration, leasing, or real estate support preferred
- Bachelor's Degree in Business or related field from an accredited college or university is appreciated
- Knowledge of the Residential Tenancies Act (RTA) and standard lease/notice processes an asset

Technical Skills

- Proficiency with Buildium (work orders, tenant notes, document uploads, arrears management)
- Familiarity with HappyCo (inspection scheduling and reporting)




- Comfortable using task management tools such as Monday.com (move-outs and project tracking)
- Strong Microsoft Office/Google Workspace skills (Word, Excel/Sheets, Docs)
- Ability to quickly learn and adapt to new property management software

Communication & Organizational Skills

- Excellent verbal and written communication skills for interacting with tenants, vendors, and team members
- Strong organizational abilities with a proven track record of email/inbox management and document control
- Ability to multi-task and prioritize in a fast-paced property management environment

Other Attributes

- Customer-service oriented with a professional and approachable demeanor
- Problem-solving mindset with the ability to handle tenant concerns tactfully
- Detail-oriented and accurate when preparing legal notices, grants, or arrears documentation
- Reliable team player with the flexibility to share responsibilities with the Property Manager
- Supporting managers and accounting staff
- Assisting with tenants’ queries and issues via phone, email, and work order system regarding, but not limited to, payment and non-payment of rent, vacating process, deposits, etc.
- Coordinate with Property Manager to implement corrective action plans to address site deficiencies/issues;
- Scheduling inspections and conducting periodic property inspections, completing reports and advising Property Manager and systems of any deficiencies, point of interest/focus, and sharing reports to applicable parties
- Updating property manager of any break leases and N9’s that have been received

Other:

- Must consent to a Criminal Background Check

Job Type: Full-time

Benefits:

- Company events
- Dental care
- On-site parking
- Paid time off

Experience:

- Property management: 2 years (required)

Licence/Certification:

- Driving Licence (required)

Work Location: In person / Downtown Hamilton

We thank all applicants in advance for their interest in this position; however, only those selected for interviews will be contacted.

Job Types: Full time, Permanent

Pay: $50,000.00-$55,000.00 per year

Benefits:

- Company events
- Dental care
- On-site parking
- Paid time off

Work Location: In person

📌 Senior Property Administrator (Canada)
🏢 Important Company of the Sector
📍 Canada