Job Description About Us HomeSpace Society is a leading organization dedicated to providing affordable housing solutions to low-income individuals and families within our community. Our mission is to create safe and sustainable housing opportunities while fostering a sense of belonging and community. HomeSpace’s currently owns and operates a portfolio of more than 36 properties containing 979 units located throughout Calgary. Our work is supported by robust relationships with tenants, agency partners, contractors, vendors, and community stakeholders. Position: Property Administrator Reports to: Maintenance Lead, Projects & TurnoverLocation: HomeSpace Society Downtown Office Job Summary The Property Administrator plays an important role in supporting the day-to-day operations of an assigned HomeSpace property portfolio. This position provides administrative and operational support to the Property Management and Maintenance teams while helping ensure that tenants, agency partners, contractors, vendors, and internal teams receive timely, professional, and consistent service. A key part of this role is building and maintaining positive, respectful, and effective relationships with our agency partners. Many of HomeSpace’s tenants are supported by community agencies, and strong communication and collaboration with these partners are essential to successful housing operations. The Property Administrator serves as an important point of contact, helping ensure that information is shared clearly, concerns are addressed promptly, and expectations and responsibilities are understood by all parties. The successful candidate will be highly organized, detail-oriented, responsive, and comfortable managing multiple priorities in a busy environment. They will take ownership of their responsibilities, communicate effectively, and understand the importance of accurate information, timely follow-up, and strong working relationships. Key Responsibilities Reporting to the Maintenance Lead of Projects & Turnover,



the Property Administrator will collaborate with other Property Management team members and various stakeholders to support the following functions: Building Operations & Administration Monitor and respond to portfolio-related email correspondence in a timely, professional, and organized manner. Review and triage maintenance requests, tenant concerns, agency inquiries, and other operational matters. Ensure maintenance requests are accurately entered into Yardi and followed through according to established standards and timelines. Provide timely communication and follow-up to tenants, agency partners, contractors, vendors, and internal staff. Identify issues requiring escalation and ensure they are directed to the appropriate team member. Agency Partner Relationships Develop and maintain positive, professional working relationships with HomeSpace agency partners. Act as an important communication link between agency partners, HomeSpace staff, tenants, contractors, and vendors. Respond to agency inquiries and requests promptly and ensure appropriate follow-up. Clearly communicate building procedures, maintenance processes, access requirements, scheduling expectations, and other relevant information. Coordinate with agency partners when maintenance, inspections, repairs, access, or other building-related activities affect supported tenants. Help identify communication gaps, recurring concerns, or service issues and bring them forward to the appropriate HomeSpace team member. Maintain a professional, collaborative, and solutions-focused approach when working through concerns or competing priorities. Support consistent communication and documentation so that agency partners and HomeSpace teams have the information they need for effective service needs.



Purchase Orders Generate detailed purchase orders from existing work orders as requested. Communicate PO numbers and relevant information to requestors and contractors. Review and approve POs within designated approval limits. Monitor outstanding POs and follow up with contractors on POs that remain outstanding for more than 45 days. Ensure PO records are accurate and appropriately documented. Building Maintenance Scheduling Assist tenants, agency partners, contractors, and vendors with scheduling maintenance and building-related activities. Coordinate access and scheduling requirements with relevant parties. Communicate building procedures, access requirements, and general property information as needed. Help ensure maintenance activities are coordinated efficiently and communicated to the appropriate stakeholders. Records & Documentation Maintain accurate and organized property records. Ensure property-related activities are appropriately documented, including: Maintenance schedules Vendor contracts Emergency contact information Preferred vendor lists Work order information Agency correspondence Other property-related documentation Ensure information is current, accessible, and maintained in accordance with HomeSpace procedures. Technician Work Order Support Assist Maintenance Technicians with work order administration, scheduling, and follow-up. Help ensure technicians have the information required to complete work orders effectively. Support communication between technicians, tenants, agency partners, contractors, and internal teams. Identify outstanding or delayed work orders and assist with appropriate follow-up. Accounting & Tenant Relations Receivables Management Review and prepare receivables to ensure accurate data entry and timely processing of payments. Assist with identifying and resolving discrepancies as required. Maintain accurate supporting documentation. Payables Management Review and prepare invoices in Payscan for timely and accurate

📌 Property Administrator (Calgary)
🏢 HomeSpace
📍 Calgary