Office Administrator – Part-Time

Position Overview The Office Administrator is often the first point of contact for residents, prospective tenants, and visitors. The successful candidate must be friendly, professional, well-spoken, and organized, with strong communication skills and a customer-service-focused approach.

Key Responsibilities

Front Office and Customer Service

- Answer the main telephone line, direct calls appropriately, and respond to general inquiries.
- Greet residents, prospective tenants, visitors, and service providers professionally.
- Communicate effectively with tenants, property management staff, contractors, and other relevant parties.
- Maintain a professional and welcoming office environment.

Rental Administration and Leasing

- Maintain current knowledge of available apartments, rental rates, availability dates, and showing schedules.
- Coordinate and conduct apartment showings for prospective tenants.
- Take photographs of available units and assist with rental listings and advertising.
- Process rental applications, prepare lease documents, and complete required tenant paperwork.
- Prepare parking agreements, key records, and other tenancy-related forms.
- Maintain accurate vacancy lists and update rental information as needed.

Administrative and Financial Duties

- Process payments received by debit, e-transfer, cheque, and other accepted methods.
- Enter and maintain accurate tenant and rental information in the Buildium property management system, including rent postings.
- Enter invoices accurately and ensure supporting documentation is properly maintained.
- Maintain electronic payment records, tenant parking logs, calendars, and other administrative tracking systems.
- Organize, maintain, retain, and archive files in accordance with established procedures.
- Prepare and update letters, notices, signs, forms, spreadsheets, and other office documents.




- Ensure all relevant documents are properly filed and readily accessible.

Additional Administrative Support

- Assist with general office duties and special projects as required.
- Coordinate communications and administrative steps related to property transactions, including contract-to-closing activities where applicable.
- Review property status information and conduct property searches as required.
- Support the property management team with other administrative tasks to ensure efficient daily operations.

Qualifications and Skills The successful candidate will demonstrate the following:

- Excellent verbal and written communication skills.
- Strong organizational skills and exceptional attention to detail.
- A high degree of accuracy when handling financial information, data entry, and documentation.
- Proficiency in Microsoft Outlook, Word, and Excel.
- The ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
- The ability to work independently with minimal supervision.
- A flexible, dependable, and professional approach to work.
- The ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong customer service and interpersonal skills.

Preferred Qualifications

- Previous experience in office administration, reception, property management, or a related field.
- Familiarity with property management software, particularly Buildium, is an asset.
- Knowledge of the Ontario Residential Tenancies Act and related tenancy procedures is an asset but is not required.

Position Details

- Job Title: Office Administrator
- Employment Type: Part-Time
- Location: Sault Ste. Marie, Ontario
- Schedule and Hours: To be discussed with the successful candidate.

Interested applicants are invited to submit their résumé for consideration. Pay: $19.00-$21.00 per hour

Expected hours: 25.0 – 35.0 per week

Perks

- Casual dress
- Extended health care

Work Location: In person

📌 Office Administrator (Sault Ste. Marie)
🏢 Pine Allard Properties
📍 Sault Ste. Marie