Filament Realty Management
Ottawa, Ontario | Hybrid | Full-time | $50,000-$56,000 per year

The Opportunity

Filament Realty Management is looking for an exceptionally organized Property Administrator to become a central part of our growing property management team.

This is an administrative role for someone who genuinely enjoys creating order, keeping information accurate and making sure important details are not missed. You will help keep our daily operations moving by supporting tenant communication, leasing administration, maintenance coordination and property-management accounting.

If you are the person who notices the unsigned document, catches the incorrect ledger entry, follows up without being reminded and keeps a clear handle on dozens of moving pieces, you may be exactly who we are looking for.

This is a full-time hybrid position combining work from our Ottawa office with work from home.

What You Will Do

Keep Property Operations Organized

- Act as a professional and responsive point of contact for tenants, property owners, contractors and prospective renters
- Monitor phone calls, emails, maintenance requests and general inquiries, ensuring each item reaches the right person and receives appropriate follow-up
- Coordinate maintenance appointments and communicate scheduling information to tenants, contractors and team members
- Track outstanding repairs, documents, contracts and administrative tasks through to completion
- Prepare tenant notices, correspondence, forms and other property-related documents
- Maintain accurate and well-organized tenant, property and company records
- Source contractor quotes, services or materials when required
- Help improve and consistently maintain our administrative systems, templates and procedures

Support Leasing and Move-Ins

- Create and publish rental advertisements across multiple listing platforms
- Ensure rental listings contain accurate pricing, descriptions, photographs and property information
- Update or remove advertisements promptly as unit availability changes
- Support the leasing team with inquiries, applications and administrative follow-up
- Prepare leases, move-in paperwork and electronic signing packages




- Monitor signing packages and follow up on incomplete documents
- Ensure move-in documentation is complete, accurate and properly filed
- Prepare and track seasonal contracts and service agreements
- Assist with creating and scheduling social media content for available properties and company communications

Maintain Accurate Financial Records

- Maintain accurate and current tenant ledgers
- Record rent payments, tenant charges, credits and adjustments
- Assist with rent collection follow-up and prepare late-payment notices
- Enter invoices and bills into the appropriate systems
- Confirm that invoices contain the required information and supporting documentation
- Organize bills for approval and process approved bills for payment
- Maintain clear and complete records of invoices, expenses and payments
- Identify discrepancies and assist with basic account reconciliation
- Prepare accurate monthly statements for property owners
- Provide additional administrative support for property-management bookkeeping and financial reporting

What Success Looks Like

In this role, success means that records are accurate, documents are complete, deadlines are tracked and communication does not fall through the cracks.

You will be someone the team can rely on to:

- Take ownership of assigned work and carry it through to completion
- Catch errors and missing information before they become larger problems
- Prioritize effectively when several matters require attention
- Communicate clearly, professionally and confidently
- Follow established processes while recognizing opportunities to make them better
- Keep others informed without requiring constant supervision
- Maintain accuracy even when the pace is busy

Who We Are Looking For

You are highly competent, dependable and naturally organized.



You likely describe yourself as detail-oriented or Type A, and other people rely on you because you remember what needs to happen and make sure it gets done.

You also bring:

- At least two years of relevant administrative experience
- Exceptional attention to detail and a high standard of accuracy
- Very strong written and verbal communication skills
- Excellent organization, prioritization and time-management abilities
- Confidence working independently and making sound administrative decisions
- Strong follow-through and personal accountability
- Professional judgment when handling tenant, owner and financial information
- Solid proficiency with Microsoft 365 and general office technology
- The ability to learn new software and systems quickly
- The ability to work effectively both independently and as part of a team
- Availability to work a hybrid schedule from our Ottawa office and from home
- Residence in the Ottawa area

Experience That Would Be an Asset

- Residential property management, leasing or real estate administration
- Property-management bookkeeping or financial administration
- Buildium or another property management platform
- DocuSign or other electronic signing software
- QuickBooks Online
- Property inspection software
- Rental listing platforms
- Business social media content
- French-language skills

Position Details

- Position: Property Administrator
- Employment: Permanent, full-time
- Hours: 40 hours per week
- Salary: $50,000-$56,000 per year
- Location: Ottawa, Ontario
- Work arrangement: Hybrid, combining office and work-from-home days

How to Apply

Please submit your resume along with a brief cover letter explaining why your experience and working style would make you a strong fit for this role.

We appreciate every application; however, only candidates selected for an interview will be contacted.

Pay: $50,000.00-$56,000.00 per year

Benefits:

- On-site parking
- Paid time off
- Work from home

Experience:

- Property management: 2 years (preferred)

Location:

- Ottawa, ON K1G 4Z7 (required)

Work Location: Hybrid remote in Ottawa, ON K1G 4Z7

📌 Property Administrator (Ottawa)
🏢 Filament Realty Management
📍 Ottawa