Office Administrator

Frontenac Property Management; Kingston; On-site; CAD 40,000 - 50,000; Full time

Benefits offered by this job

Benefits package

Retirement Savings Plan

Laptop for business use

Phone for business use

Job summary

Frontenac Property Management in Kingston, Ontario, is seeking a full-time Tenant Services Coordinator to support leased properties and tenant relations.

You will answer calls, manage emails, coordinate showings, liaise with the leasing department, and maintain tenant files and property listings using our property management software. Some evening or weekend coverage may be required during turnover periods.

Qualifications

• Reading and flagging company emails for appropriate individuals/departments.
• Day to day communication with existing tenants.
• Setting up new contracts in property management software.

Responsibilities

• Answering incoming phone calls and emails and involving other staff as needed.
• Reading and flagging all company emails for the appropriate individuals/departments.
• Day to day communication with existing tenants.
• Responding to property inquiries, scheduling showings, and coordinating with the leasing department.
• Following up with prospective tenants after showings and collecting feedback promptly.
• Maintaining client and tenant files and company databases.
• Maintaining listings of available properties with accurate information.
• Coordinating various types of property visits with owners, realtors, appraisers, etc.

Skills

Strong communication

Problem solving

Organization

Tenant/customer service

Scheduling/showings

Data entry

Team coordination

Tools

Property management software

Job description

Your roles and responsibilities will include:

• Answering incoming phone calls and emails and involving other staff as needed to assist in problem solving
• Reading and flagging all company emails for the appropriate individuals/departments
• Day to day communication with existing tenants
• Responding to property inquiries, scheduling showings, and coordinating with the leasing department in regards to potential tenant applications
• Following up with prospective tenants after showings, addressing questions and collecting feedback promptly
• Assessing prospective tenant needs and suggesting suitable properties that matches what they are seeking
• Maintaining client and tenant files and company databases
• Maintaining listings of available properties with accurate information
• Setting up new contracts by adding clients, properties and information into property management software, organizing property keys and lawn signs from for rent to leased
• Welcoming new clients to the company by sending the executed contract and an introduction to the team
• Coordinating various types of property visits with owners, realtors, appraisers, etc
• Participating in company evening and weekend coverage rotation
• Showing available properties to interested potential tenants (as needed)
• Ordering office supplies as needed

Potential for growth into the following responsibilities:

• Processing sublet applications and agreements between current tenants and sublets
• Responding to parking inquiries and preparing parking agreements. Maintaining records of available parking spaces
• Communicating with tenants and owners regarding lease renewals, preparing lease renewal documents for signing

Frontenac Property Management offers a competitive compensation package, including a comprehensive benefits plan, Retirement Savings Plan. Laptop and phone for business use provided.

Job Type: This is a full time position 8:30 am to 5:00 pm Monday to Friday. Additional hours may be required during evenings and/or weekends as needed during high volume turnover periods.