Are you highly organized, detail-oriented, tech-savvy and comfortable working in a fast-paced environment where priorities can change throughout the day?

Blackline is seeking a motivated Property Administrator to join our Multi-Residential Property Management team. This position plays an important role in the day-to-day administration and operation of our residential rental portfolio and provides direct support to the Property Manager and General Management team.

This is a hands-on administrative role involving tenant relations, leasing, maintenance coordination, rent administration, inspections, contractor coordination and Residential Tenancies Act/Landlord and Tenant Board processes.

The successful candidate will be a strong communicator who takes initiative, follows through on outstanding items, maintains accurate records and is comfortable dealing with a wide variety of tenant and property-related matters.

Primary Responsibilities Tenant Relations & Customer Service

- Act as a primary point of contact for tenants by telephone, email and in person.
- Respond to tenant questions, concerns, complaints and service requests professionally and in a timely manner.
- Provide front desk and telephone coverage as required.
- Maintain skilled and respectful communication with tenants, including during difficult or sensitive situations.
- Document tenant complaints, incidents, communications and follow-up actions.
- Prepare and distribute tenant notices, letters, building communications and other correspondence.
- Escalate significant tenant, maintenance or operational concerns to the Property Manager when required.
- Maintain confidentiality of tenant and company information at all times.

Lease & Tenant Administration
- Assist with the preparation and administration of residential leases and related documentation.
- Maintain accurate tenant, occupant, lease and contact information within the property management system.
- Coordinate tenant move-ins and move-outs.
- Prepare and maintain move-in and move-out documentation.
- Coordinate keys, FOBs and building access.
- Track tenant insurance documentation and follow up on outstanding requirements.
- Assist with parking administration, including maintaining parking records and addressing parking-related matters.
- Assist with leasing inquiries, applications, unit showings and related documentation as required.
- Maintain accurate vacancy and occupancy records.
- Assist with unit turnover coordination to ensure vacant units are prepared for incoming tenants.

Rent & Arrears Administration
- Respond to tenant inquiries regarding rent accounts and account balances.
- Assist with monitoring rental arrears and outstanding tenant balances.
- Prepare and issue rent arrears correspondence and notices as required.
- Assist with payment arrangement documentation and follow-up.
- Maintain accurate records of arrears communications and notices.
- Assist with annual rent increases and preparation and distribution of required notices.
- Update rental amounts and related information within the property management system as required.

Residential Tenancies Act & LTB Administration
- Assist with the preparation and administration of notices under Ontario's Residential Tenancies Act (RTA).
- Prepare N4, N5 and other applicable notices as directed by management.
- Track notice dates, deadlines and required follow-up.
- Maintain accurate documentation required for Landlord and Tenant Board matters.
- Assist the Property Manager with preparation of supporting documentation for LTB applications and hearings.
- Maintain organized tenancy records, correspondence, photographs, inspection reports and other supporting documentation.




- Ensure administrative processes and notices are completed accurately and within applicable timelines.

Maintenance & Work Order Coordination
- Receive and enter tenant maintenance requests into the property management system.
- Review, prioritize, assign and track work orders.
- Coordinate maintenance and repair appointments with tenants, maintenance staff and contractors.
- Follow up on outstanding work orders to ensure repairs are completed.
- Communicate appointment details, access requirements and updates to tenants.
- Coordinate emergency and urgent maintenance requests and escalate matters when appropriate.
- Maintain detailed records of maintenance requests, contractor attendance and completed work.
- Assist with preventative maintenance scheduling and tracking.
- Assist with after-hours and emergency procedures as required.

Inspections & Property Administration
- Schedule and coordinate annual unit inspections.
- Coordinate preventative maintenance inspections and other required access to rental units.
- Prepare and distribute notices of entry in accordance with applicable requirements.
- Track inspection results, deficiencies and required follow-up.
- Assist with documenting unit condition and maintenance concerns.
- Maintain inspection records, photographs and supporting documentation.
- Follow up with tenants, contractors and maintenance staff regarding outstanding deficiencies.

Unit Turnovers & Vacancies
- Assist with coordinating the turnover of vacant rental units.
- Coordinate cleaning, painting, maintenance and repairs required between tenancies.
- Track turnover work to help ensure units are ready for occupancy within required timelines.
- Coordinate contractor and maintenance access to vacant units.
- Maintain vacancy and turnover tracking information.
- Assist with final inspections and documentation prior to new tenant occupancy.
- Coordinate utility account changes and other administrative requirements associated with tenant turnover.

Contractors & Vendors
- Communicate with contractors and vendors regarding maintenance, repairs and scheduled services.
- Schedule contractor attendance and coordinate access to units and buildings.
- Obtain and maintain contractor documentation, including insurance and WSIB information where required.
- Assist with obtaining quotes and service information as requested by the Property Manager.
- Follow up with contractors regarding incomplete or outstanding work.
- Maintain organized contractor and vendor records.
- Assist with processing and tracking invoices and purchase orders.

Property & Building Administration
- Assist with parking administration and parking enforcement.
- Maintain key, FOB and access-control records.
- Assist with utility administration and account changes.
- Prepare and distribute notices regarding water shut-offs, service interruptions, inspections, maintenance and other building activities.
- Maintain accurate electronic property files and records.
- Assist with tracking recurring building inspections and preventative maintenance requirements.
- Assist with incident documentation and reporting.
- Support the Property Manager with day-to-day operational requirements across the residential portfolio.

Administrative Support
- Provide comprehensive administrative support to the Property Manager and General Management team.
- Schedule meetings and appointments as required.
- Prepare letters, spreadsheets, reports, notices and other documents.




- Maintain accurate electronic filing systems.
- Enter and maintain information within Yardi, RentCafe and other company platforms.
- Assist with invoice processing, purchase orders and administrative tracking.
- Assist with special projects and portfolio-wide initiatives.
- Complete additional administrative and property management responsibilities as required.

Qualifications & Skills
- Previous administrative experience is required; multi-residential property management experience is strongly preferred.
- Knowledge of Ontario's Residential Tenancies Act and Landlord and Tenant Board processes is considered a strong asset.
- Experience preparing or administering RTA notices, including N4 and N5 notices, is an asset.
- Experience with leasing, tenant administration, rent arrears, maintenance coordination and unit turnovers is an asset.
- Excellent written and verbal communication skills.
- Strong customer service and tenant-relations skills.
- Exceptional organization and attention to detail.
- Strong follow-up skills with the ability to see tasks through to completion.
- Ability to manage multiple properties, priorities, deadlines and ongoing tasks.
- Ability to remain calm and professional when dealing with challenging situations.
- Strong problem-solving skills and sound judgment.
- Ability to recognize urgent matters and escalate them appropriately.
- Ability to work independently while contributing effectively as part of a team.
- Strong computer skills and the ability to quickly learn new systems.
- Experience with Yardi and RentCafe is considered a strong asset.
- Proficiency with Microsoft Outlook, Word and Excel.
- Ability to maintain confidentiality and appropriately handle sensitive tenant and company information.

The Ideal Candidate Our ideal Property Administrator is someone who:
- Takes ownership of their work and follows through without requiring constant direction.
- Is proactive and identifies what needs to be done rather than waiting to be asked.
- Is exceptionally organized and understands the importance of documentation and deadlines.
- Provides excellent customer service while maintaining appropriate professional boundaries.
- Is comfortable having difficult conversations with tenants when necessary.
- Understands that being responsive does not always mean being able to provide the answer a tenant wants.
- Can prioritize emergencies and urgent matters without losing track of routine responsibilities.
- Is comfortable working with legislation, notices, deadlines and detailed administrative processes.
- Communicates clearly and keeps the Property Manager informed of significant issues.
- Enjoys learning new technology and finding more efficient ways of completing tasks.
- Works well as part of a team and is willing to assist wherever needed.
- Can adapt to changing priorities and understands the fast-paced nature of multi-residential property management.

Join Our Team At Blackline, we value employees who are dependable, collaborative, organized and committed to providing excellent service. Our Property Administrators are an important part of the successful operation of our residential communities and work closely with Property Managers, maintenance teams, contractors and tenants.

We offer an environment where employees can develop their knowledge of the property management industry, take on increasing responsibility and pursue opportunities for professional growth and advancement.

If you are a proactive, organized and tech-savvy professional who enjoys solving problems, working with people and keeping things running smoothly, we encourage you to apply and join the Blackline team.

Job Types: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

Work Location: In person

📌 Property Administrator (Kitchener)
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