Role Overview:

We are seeking a highly skilled and motivated Property Administrator to join our team. This role demands a professional who can blend meticulous attention to detail with strategic thinking and exceptional organizational skills. The ideal candidate will be responsible for overseeing the day-to-day administrative operations, ensuring the smooth functioning the business.

Key Responsibilities:

Lease Administration: Drafts Commercial & Residential Lease documentation, detailed review and analysis of leases, ensuring accuracy, compliance, and align with company policies and legal requirements. Act as a custodian of all lease-related documents, organizing and maintaining a comprehensive digital and physical archive. Process Residential applications - conduct employment verification, landlord reference checks, credit checks, etc. Set up approved leases and resident information. Post monthly move-ins and move-outs and apply LMR.

Accounts Receivable: Collect, sort, process and enter Commercial and Residential payments in Yardi. Actively collect outstanding balances. Post NSF payments. Issue N4’s (Notice of Termination of non-payment of rent). Issue all commercial annual recoveries and other invoiced amounts to Tenants. Prepare bank deposits and ensure proper filing of receipts.

Legal Administration: Issue N4’s and other legal forms (N5, N6, N7 etc). Ensure legal notices are filed with the Paralegal in a timely manner (L1, L2). Ensure Tenants are adhering to the Landlord and Tenant Board orders. Prepare collection files for past Tenants.

Rent Administration: Run monthly rent billings in Yardi. Verify accuracy. Post monthly billings. Update market rents in Yardi as required. Add additional charges to tenants and update rentable terms as required. Prepare N1’s – Notice of Rent Increase.



Enter annual CAM and Realty Tax increases for commercial Tenants and distribute rental summaries. Enter annual recoveries into Yardi.

Accounts Payable: Clarify any questionable invoice items, prices, or receiving signatures. Assemble, review, and code invoices to be completed for payment. Maintain copies of vouchers, invoices or correspondence necessary for files. Process invoice for payment in Yardi and complete cheque run.

Tenant Relations: Act as the frontline in fostering strong positive relationships with tenants. Address and resolve tenant inquiries and concerns promptly with a focus on delivering exceptional service for both commercial and residential tenants.

Technology Utilization: Leverage property management software and technologies for efficient data management, reporting, and operational support.

Project Administration: Provide administrative and operational support for property projects including renovations, long term repairs, upgrades, etc. Coordinate and manage projects documentation.

Administrative Excellence: Perform a wide range of administrative tasks with precision and professionalism. This includes managing correspondence, scheduling meetings, maintaining records, generating reports, and developing efficient filing systems. Act as a key point of coordination for the property management team, ensuring seamless communication and workflow.

Qualifications:

Proven experience in residential property management. Experience using Yardi Property Management software.

Skills:

Robust computer skills: Excellent knowledge of Word, Excel, Microsoft Outlook, and Yardi. Solid working knowledge of property administration. Sound judgement and decision-making capabilities. Excellent communication both verbal and written. Strong administrative and organizational skills. Portrays a professional image. Ability to manage multiple tasks efficiently.

Job Type: Full-time

Pay: $60,000.00-$70,000.00 per year

Work Location: In person

📌 Property Administrator (Ontario)
🏢 MECA PROPERTIES
📍 Ontario