Purpose : To provide customer service to residents/clients; organize and maintain up to date and precise property administration; work as part of a team, assist manager with any required tasks. - Main Responsibilities and Activities

Customer Service Relations :

- Maintain the highest level of customer service.

- Communicate effectively with residents and relevant others.

- Actively listen and act upon resident inquiries, concerns and complaints. Escalate complaints to the Property Manager as required. - General Administration :

- Assist the Property Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking, maintenance requests etc.

- Ensure effective and precise electronic filing of all relevant documents.

- Assist in collection and submission of notices, including N9’s

- Assist tenants with using the Resident Portal

- Program fobs, transponders and intercoms - Leasing Administration :

- Provide detailed information about vacant suites to prospective residents via various channels.

- Schedule appointments with prospective residents, build a relationship and show vacant suites.

- Complete guest cards and daily traffic report. Provide a weekly summary to leasing and marketing departments.

- Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.

- Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately

- Schedule Tenancy Agreement signing appointment with resident(s) and have Tenancy Agreement signed by all relevant parties.

- Return all monies to ‘declined’ applicants as per company policy.

- Manage initial tenant insurance administration to obtain target registrations on move-in





- Inspect all vacant units on a weekly basis.

- Communicate and work with Property Manager to ensure suites are delivered on time and as promised

- Provide feedback and recommendations on rental rates, promotions and overall market conditions with a view to maximizing revenue at the property

- Work closely with Marketing Team to update advertising and media channels, promotional programs and signage for the property - Resident Payment Administration :

- Collect, sort and process rental payments

- Prepare bank deposits and ensure proper filing of receipts.

- Track and collect rent cheques

- Deliver/send out weekly collection letters.

- Audit AR (investigate large credits, top up LMR etc.)

- Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed - Resident portal :

- Assist tenants in setting up PAPs, updating insurance, making maintenance requests, etc.

- Input tenant insurance

- Provide tenants with their security code for login

- Respond to maintenance/communication tickets where applicable

- Provide technical support for tenants - Maintenance & Repair Administration :

- Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.

- Prepare all relevant documentation related to maintenance and repair.



- Administrative and Office Support : Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures. - Scope

Work in close cooperation with Marketing Department, Operational Staff and Property Manager. - Qualifications

Education

- Minimum High School diploma (Grade 12/13).
- Preference: attending University/College
- Requirements: ability to read and write English fluently and the ability to understand and perform our property management software functions, in addition to accurately understand the legalities of leasing language.

Experience

- Required: A minimum of 1-2 years of experience in leasing and/or property administration or a related field.

Skills and abilities

- Actively supports our values of: Honesty, Integrity, Respect, Trust.
- Solid working knowledge of residential property administration.
- Strong computer skills: excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook and able to learn Property Vista
- Sound judgment and decision-making capabilities.
- Excellent communication and relationship building competencies.
- Adaptable and actively looks for ways to improve processes.
- Robust administrative and organizational skills.
- Strong time management skills.
- Portrays a professional image.
- Strong customer service orientation.
- Motivated to learn more and grow within this position.
- Good negotiating skills.
- Has a high tolerance to stress.
- Ability to take direction and complete tasks quickly and accurately.
- Thank you for your interest in Sterling Karamar Property Management. _ This position is an active vacancy.
- INDHP_

📌 Property Administrative Assistant (On-site) - Etobicoke
🏢 Sterling Karamar Property Management
📍 Etobicoke