Administrative Assistant - 2-Month Contract

Recruiting in Motion; Surrey; On-site; CAD 45,000 - 65,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario is seeking an administrative-focused candidate to support tenant relations and property management processes in a busy rental portfolio.

The role involves handling inquiries, maintaining tenant records, coordinating onboarding/offboarding, and assisting with accounts receivable and general admin duties to ensure smooth operations.

Qualifications

• Previous experience in an administrative support role, preferably within property management, real estate, or a related industry.
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills, with a professional and customer-focused approach.
• Strong attention to detail and accuracy when handling documentation and tenant records.
• Experience supporting accounts receivable, invoice follow-ups, or basic collection activities is an asset.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.

Responsibilities

• Serve as the first point of contact for tenant inquiries, managing shared email inboxes and phone lines and ensuring requests are acknowledged, tracked, and addressed in a timely and professional manner.
• Coordinate day-to-day tenant requests and provide administrative support to ensure a positive tenant experience.
• Assist with tenant communications, updates, and general correspondence.
• Coordinate tenant onboarding and offboarding processes, including collecting and tracking tenant contact information and documentation.
• Maintain and update accurate tenant records, including contact details and emergency information.
• Support property management transition initiatives through data validation, document organization, file management, and tenant information updates.
• Work closely with the Property Management and Operations teams to support daily property operations and administrative requirements.
• Coordinate meetings, maintain action item trackers, and assist with follow-up communications.
• Provide administrative assistance to the Property Manager on year-end processes and related initiatives.
• Assist with accounts receivable activities, including contacting tenants regarding outstanding rent and follow-ups.
• Maintain organized office records and support general administrative duties.

Tools

Microsoft Office

MRI or PM software

Job description

Key Responsibilities

Tenant Relations & Customer Service

Serve as the first point of contact for tenant inquiries, managing shared email inboxes and phone lines and ensuring requests are acknowledged, tracked, and addressed in a timely and professional manner. Coordinate day-to-day tenant requests and provide administrative support to ensure a positive tenant experience. Assist with tenant communications, updates, and general correspondence.

Tenant Administration & Records Management

Coordinate tenant onboarding and offboarding processes, including collecting and tracking tenant contact information, EFT/PAD documentation, emergency contacts, and move-in/move-out documentation. Maintain and update accurate tenant records, including contact details, phone numbers, and emergency contact information. Collect, review, and record insurance certificates for tenants, contractors, and vendors, ensuring documentation is maintained in tenant files and the MRI property management system. Support property management transition initiatives through data validation, document organization, file management, and tenant information updates.

Property Management & Operational Support

Work closely with the Property Management and Operations teams to support daily property operations and administrative requirements. Coordinate meetings, maintain action item trackers, and assist with follow-up communications relating to tenant, vendor, and property-related matters. Provide administrative assistance to the Property Manager on various initiatives, including year-end processes and RAN packages. Assist with additional administrative and operational duties as required.

Accounts Receivable Support

Contact tenants regarding outstanding rent, miscellaneous invoices, and account balances to encourage timely payments. Assist with monitoring outstanding receivables and supporting collection follow-ups. Maintain accurate records of tenant communications and payment-related follow-ups.

General Office Administration

Support general office management, including maintaining office supplies, organizing records, and managing correspondence and filing systems. Assist with banking, reception, and other general administrative duties as required. Ensure administrative records and documentation are organized, accurate, and readily accessible.

Qualifications & Experience

Previous experience in an administrative support role, preferably within property management, real estate, or a related industry. Strong organizational and time-management skills, with the ability to manage multiple responsibilities and competing priorities. Excellent written and verbal communication skills, with a professional and customer-focused approach. Strong attention to detail and accuracy when handling documentation, tenant records, and financial information. Experience supporting accounts receivable, invoice follow-ups, or basic collection activities is an asset. Proficiency in Microsoft Office, particularly Outlook, Word, and Excel. Experience with MRI or other property management software is considered an asset. Ability to work independently while collaborating effectively with a broader property management team.

Key Skills & Competencies

• Strong customer service and relationship management skills.
• Excellent administrative, organizational, and coordination abilities.
• High attention to detail and accuracy.
• Professional communication and interpersonal skills.
• Proactive approach to problem-solving and follow-up.
• Ability to manage confidential information with discretion.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team. The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.