On-Site Leasing Administrator

MoveSmart Rentals; Kitchener; On-site; CAD 65,000 - 80,000; Full time

Job summary

MoveSmart Rentals in Canada is seeking an On-Site Leasing Administrator to support leasing, resident relations, and on-site administration at a designated building. You will conduct property tours, assist with applications and leasing documentation, and help maintain strong occupancy through proactive renewal efforts.

The role emphasizes building relationships with prospective and current residents, coordinating with property management teams, and using leasing software to keep records accurate

Qualifications

• 2–3 years of residential leasing or property management experience.
• Strong leasing, sales and customer service skills.
• Experience using property management software (CRM) and leasing platforms.

Responsibilities

• Respond to rental inquiries and schedule property tours.
• Conduct professional tours of available suites and amenities.
• Maintain records of inquiries, tours, applications, renewals, and leasing activity.
• Assist with applications and leasing requirements.
• Coordinate renewal outreach to improve occupancy and retention.
• Support on-site administration and coordination with management teams.
• Build relationships with residents and address concerns to reduce turnover.

Skills

Leasing

Sales

Customer service

CRM

Tools

Yardi

Rent Manager

Entrata

Buildium

AppFolio

MRI

Job description

About MoveSmart Rentals MoveSmart Rentals provides residential leasing services designed to make the rental process more efficient for property owners, operators, and renters.

Our team supports rental marketing, prospect engagement, property showings, applications, leasing documentation, and other services that help residential properties achieve and maintain strong occupancy.

About The Role MoveSmart Rentals is hiring an On-Site Leasing Administrator to support leasing and resident retention at a designated residential building.

This position combines leasing, resident relations, and on-site administration, with a strong focus on maintaining occupancy. You will be responsible for helping convert prospective renters into new residents while also working with existing residents to support lease renewals and reduce avoidable turnover.

You will conduct property tours, follow up with prospects, assist with applications and leasing documentation, manage renewal outreach, communicate with existing residents, and identify opportunities to retain residents who may be considering moving.

Key Responsibilities

Leasing & New Residents

• Respond to rental inquiries and schedule property tours.
• Conduct professional tours of available suites, amenities, and common areas.
• Maintain strong knowledge of available units, floor plans, rental rates, building features, and amenities.
• Understand prospective renters' needs and recommend suitable available units.
• Follow up with prospects after tours and throughout the leasing process.
• Address questions, concerns, and objections that may prevent an interested renter from moving forward.
• Confidently ask qualified prospects to take the next step.
• Assist prospective residents with applications and leasing requirements.
• Maintain accurate records of inquiries, tours, applications, follow-ups, and leasing activity.
• Support rental advertising and ensure available‑unit information remains current.
• Gather prospect feedback and identify factors affecting leasing performance.

Resident Retention & Renewals

• Build professional relationships with existing residents and maintain regular communication.
• Proactively contact residents approaching the end of their lease term.
• Manage renewal outreach and follow-up to help secure lease renewals.
• Identify residents who may be considering moving and understand the reasons behind their decision.
• Address renewal objections and communicate the value of remaining at the property.
• Work with appropriate internal teams when resident concerns may be affecting retention.
• Follow up with residents after concerns have been addressed.
• Maintain accurate records of renewal conversations, upcoming expirations, and retention activity.
• Monitor renewal outcomes and identify residents who may require additional attention.
• Gather resident feedback and identify recurring concerns that could contribute to turnover.
• Support initiatives designed to improve resident satisfaction and retention.

On‑Site Administration

• Maintain organized leasing, application, renewal, and resident records.
• Coordinate with property management, maintenance, and other teams supporting the building.
• Ensure vacant suites, model units, leasing areas, and common spaces are prepared for tours.
• Report maintenance, cleanliness, or presentation concerns that could affect leasing or resident experience.
• Assist with move‑in and move‑out coordination when required.
• Provide day‑to‑day administrative support related to leasing and resident operations.

What We're Looking For

• 2–3 years of relevant experience in residential leasing, property management, multifamily housing, resident services, hospitality, customer service, or sales.
• Previous experience with lease renewals, resident retention, or customer/client retention is a strong asset.
• Previous experience using property management or leasing software such as Yardi is required.
• Experience with other platforms such as Rent Manager, Entrata, Buildium, AppFolio, MRI, or similar systems is also relevant.
• Strong leasing, sales, and customer service skills.
• Comfortable conducting property tours, handling objections, and closing prospective renters.
• Ability to build strong relationships with both prospective and existing residents.
• Comfortable having renewal conversations and working to retain residents who may be considering leaving.
• Strong follow-up and organizational skills.
• Able to manage new leasing activity and upcoming renewals simultaneously.
• Strong written and verbal communication skills.
• Comfortable using CRM, property management, and other digital systems.
• Professional, approachable, and comfortable working in an on‑site environment.
• Flexible availability, including evenings and weekends when required based on leasing activity.

Compensation

C$65,000–C$80,000 annual base salary plus performance-based incentives. Performance incentives may be earned based on new leasing results, lease renewals, resident retention, and overall occupancy performance. Compensation within the base salary range will be determined based on relevant experience, leasing and retention background, and overall fit for the position.