About the Position

Pinedale Properties Ltd. is seeking a highly organized, professional, and motivated Property Administrator to join our residential property management team.

The successful candidate will play a key role in the daily operations of our residential properties, providing exceptional customer service to residents while supporting the Property Manager with administrative, financial, maintenance, and leasing responsibilities.

We are looking for someone who is detail-oriented, takes initiative, can manage multiple priorities, and is comfortable working in a fast-paced residential property management environment.

Key Responsibilities

Resident Relations & Administration

- Act as a primary point of contact for residents, prospective tenants, and contractors.
- Respond professionally to telephone calls, emails, walk-in inquiries, and resident complaints.
- Prepare and distribute building notices, Notices of Entry, and resident correspondence.
- Manage parking and locker assignments, records, and related inquiries.
- Maintain accurate and organized tenant records and lease files.

Rent Collection & Financial Administration

- Collect, record, and process rent payments and cheques.
- Monitor rental arrears and assist with follow-up on outstanding balances.
- Prepare, issue, and track purchase orders.
- Review, code, and process contractor and vendor invoices.
- Assist with financial reporting, budgets, and general accounting administration.

Maintenance & Work Order Management

- Manage maintenance work orders from initial request through completion.
- Assign, track, follow up on, and close work orders in a timely manner.
- Coordinate maintenance staff, contractors, and vendors to ensure repairs are completed efficiently.
- Schedule repairs,



inspections, and maintenance appointments.
- Monitor outstanding maintenance issues and provide regular updates to management.

Legal & Leasing Administration

- Prepare and process landlord and tenant documentation, including N4, N5, and N8 notices.
- Gather and organize supporting documentation for legal proceedings.
- Maintain accurate legal and tenant files.
- Prepare lease agreements, renewals, and amendments.
- Assist the leasing team with rental inquiries and administrative requirements when needed.

General Property Operations

- Provide administrative support directly to the Property Manager.
- Prepare operational reports and maintain accurate property records.
- Assist with property inspections and compliance documentation.
- Coordinate service contracts and communicate with contractors and vendors.
- Support other Pinedale properties, including locations in Toronto and Hamilton, when required.

Qualifications & Skills

- Previous experience in residential property management or property administration is strongly preferred.
- Experience with Yardi Voyager or similar property management software is considered an asset.
- Familiarity with Ontario's Residential Tenancies Act and Landlord and Tenant Board notices and procedures.
- Strong organizational skills with excellent attention to detail.




- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, including Word, Excel, and Outlook.
- Ability to manage multiple tasks, prioritize deadlines, and work independently.
- Strong problem-solving skills and the ability to handle challenging resident situations professionally.
- Experience with rent collection, work orders, purchase orders, and lease administration is an asset.
- A professional attitude, strong work ethic, and commitment to providing excellent customer service.

What We Offer

- Competitive annual salary
- Full-time, permanent employment
- Monday-to-Friday schedule

- Paid vacation
- Medical, dental, and life insurance benefits after six months, subject to plan eligibility
- A professional and supportive team environment
- Opportunities to develop your skills and gain experience across a residential property portfolio

Work Location This is a full-time, on-site position based in Toronto. The successful candidate will work from the front office and may occasionally be required to attend other Pinedale Properties Ltd. locations, including Jane Street and Hamilton.

How to Apply

Interested candidates are invited to submit their resume through Indeed.

Please highlight your relevant property management experience, knowledge of property management software, and experience with tenant relations, maintenance coordination, and administrative operations.

Pinedale Properties Ltd. thanks all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $45,000.00-$50,000.00 per year

Perks

- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Property Administrator (Etobicoke)
🏢 Pinedale Properties
📍 Etobicoke