Property Administrative Assistant (On-Site) - Scarborough

Sterling-Karamar-Property-Management-; Toronto; On-site; CAD 45,000 - 50,000; Full time

Job summary

Sterling Karamar Property Management is seeking an on-site Property Administrative Assistant in Scarborough. The role supports leasing operations, resident services, and property administration within a collaborative team.

Ideal candidates have 1–2 years of leasing or property administration experience, fluent English, and the ability to learn our property management software. The position offers full-time hours and annual salary in the 45,000–50,000 CAD range.

Qualifications

• A minimum of 1-2 years of leasing or property administration experience.
• Fluent English reading and writing; understands leasing language.
• Ability to learn property management software functions.
• Strong computer, organizational and communication skills.

Responsibilities

• Provide excellent customer service to residents/clients and assist in leasing tasks.
• Assist in leasing paperwork, notices, parking, maintenance requests and resident portal usage.
• Process payments, prepare bank deposits, and maintain accurate records.
• Support Property Manager with daily administrative tasks and office operations.

Skills

Customer Service

Property Administration

Communication

Microsoft Outlook

Education

University/College degree

Tools

Property Vista

MS Word

MS Excel

PowerPoint

Job description

Property Administrative Assistant (On-Site) - Scarborough

Residential Property Administration FT Perm SIT Site Toronto, ON, CA

2 days ago Requisition ID: 1135

Salary Range: $45,000.00 To $50,000.00 Annually

Purpose:

To provide customer service to residents/clients; organize and maintain up to date and precise property administration; work as part of a team, assist manager with any required tasks.

Main Responsibilities and Activities

Customer Service Relations:

• Maintain the highest level of customer service.
• Communicate effectively with residents and relevant others.
• Actively listen and act upon resident inquiries, concerns and complaints. Escalate complaints to the Property Manager as required.

General Administration:

• Assist the Property Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking, maintenance requests etc.
• Ensure effective and precise electronic filing of all relevant documents.
• Assist in collection and submission of notices, including N9's
• Assist tenants with using the Resident Portal
• Program fobs, transponders and intercoms

Leasing Administration:

• Respond to rental inquiries in person, by phone and e-mail in a timely, pleasant and informative way.
• Provide detailed information about vacant suites to prospective residents via various channels.
• Schedule appointments with prospective residents, build a relationship and show vacant suites.
• Complete guest cards and daily traffic report. Provide a weekly summary to leasing and marketing departments.
• Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.
• Encourage and promote online leasing process for applications including deposits, pre-authorized payment and resident portal registrations
• Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately
• Schedule Tenancy Agreement signing appointment with resident(s) and have Tenancy Agreement signed by all relevant parties.
• Notify applicants of the status of their application within two business days of completion.
• Return all monies to 'declined' applicants as per company policy.
• Manage initial tenant insurance administration to obtain target registrations on move-in
• Inspect all vacant units on a weekly basis.
• Communicate and work with Property Manager to ensure suites are delivered on time and as promised
• Provide feedback and recommendations on rental rates, promotions and overall market conditions with a view to maximizing revenue at the property
• Work closely with Marketing Team to update advertising and media channels, promotional programs and signage for the property

Resident Payment Administration:

• Collect, sort and process rental payments
• Prepare bank deposits and ensure proper filing of receipts.
• Track and collect rent cheques
• Deliver/send out weekly collection letters.
• Audit AR (investigate large credits, top up LMR etc.)
• Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed
• Assist tenants in setting up PAPs, updating insurance, making maintenance requests, etc.
• Provide tenants with their security code for login
• Respond to maintenance/communication tickets where applicable
• Provide technical support for tenants
• Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.
• Prepare all relevant documentation related to maintenance and repair.

Administrative and Office Support:

Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.

Scope

Work in close cooperation with Marketing Department, Operational Staff and Property Manager.

Qualifications

Education

• Preference: attending University/College
• Requirements: ability to read and write English fluently and the ability to understand and perform our property management software functions, in addition to accurately understand the legalities of leasing language.

Experience

• Required: A minimum of 1-2 years of experience in leasing and/or property administration or a related field.

Skills and abilities

• Actively supports our values of: Honesty, Integrity, Respect, Trust.
• Solid working knowledge of residential property administration.
• Strong computer skills: excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook and able to learn Property Vista
• Sound judgment and decision-making capabilities.
• Excellent communication and relationship building competencies.
• Adaptable and actively looks for ways to improve processes.
• Strong administrative and organizational skills.
• Portrays a professional image.
• Motivated to learn more and grow within this position.
• Has a high tolerance to stress.
• Ability to take direction and complete tasks quickly and accurately.

Thank you for your interest in Sterling Karamar Property Management. This position is an active vacancy.

Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement.

Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer.

We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.