Property Management Administrator

Hollyburn Properties; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A property management company in Toronto is seeking a Property Management Administrator to provide administrative support and customer service. The successful candidate will assist Property Managers and potential residents, ensuring office operations run smoothly. Ideal applicants will have MS Office skills, experience in property management, and a strong focus on customer service. This role is fully on-site and does not offer a hybrid working model.

Benefits

Extended Medical, Dental & Vision Benefits

Employee & Family Assistance Program

Matching Group RSP Program

Free parking

Qualifications

• Experience in property management is preferred.
• Strong communication skills are essential.
• Ability to work under pressure in a team environment.

Responsibilities

• Provide administrative support to Property Managers.
• Assist potential residents with leasing inquiries.
• Manage daily activities and customer updates.

Skills

Customer service skills

MS Office skills

Knowledge of Yardi

Strong organizational skills

Flexibility and self-motivation

Attention to detail

Tools

Yardi

Rent Cafe

Sales Force

Job description

We are seeking an energetic Property Management Administrator who will positively contribute to Hollyburn’s goals by providing a wide range of administrative support to the Property Management Team. In this role the successful candidate will ensure efficient office operations in addition to assisting with potential residents with leasing enquiries. This role works within a team of Property Management Administrators inter-provincially providing services in all three provinces in which Hollyburn Properties currently operates.

Due to the operational needs of the organization in Toronto, this position DOES NOT have the opportunity to work from home in a hybrid model.

What’s in it for YOU ?

We offer a great work environment and great benefits including but not limited to ;

• Extended Medical, Dental & Vision Benefits – Premiums 100% paid by Employer for you & dependents
• Employee & Family Assistance Program
• Matching Group RSP Program
• Free parking

Key Duties and Responsibilities

Provides administrative support to the Property Management team by:

• Providing administrative support to Property Managers;
• Drafting correspondence within established guidelines;
• Creating and maintaining a database of current information;
• Coordinating paper flow concerning commercial leasing activity (letters, lease renewals);
• Generating LTB Forms & applications ;
• Co-ordinate team meetings both on-line and in person
• Taking minutes during Property Management and Resident Manager meetings;
• Creating Power Point presentations for both internal & external needs as required;
• Generating rent increase notifications to tenants which both adhere to legislated time frames and meet company standards of professionalism, as directed by the Property Manager;
• Updating Internal website with updated forms, documents and notices.
• Occasionally providing PM coverage support to Property Managers
• Assists with the coordination of Purchase Order activity by:
• Issuing & submitting Purchase Orders within approved guidelines;
• Verifying costs and resolves discrepancies;
• Entering Purchase Orders into appropriate accounting systems;
• Uploading Invoices into appropriate system

Provides front-line support via both email and phone to potential residents in finding their next home. Respond to incoming phone and email rental enquiries in a timely fashion.

Establish strong positive customer relationships in a high-volume inquiry environment.

• Schedule viewings for potential tenants at the buildings with the Building Manager.
• Manage daily activities including:
• Customer Updates
• Maintaining a growing customer base
• Assist with customer questions, concerns and application status updates.
• Become an expert on Hollyburn’s building portfolio and their neighborhoods.
• Building relationships with the Building Managers.

Provides a wide range of general administrative support to ensure efficient operation of the office:

• Answer incoming calls
• Receives and interacts with incoming visitors.
• Receives incoming mail and invoices
• Assists when necessary with scanning and photocopying
• Help to maintains office equipment including fax machine, copiers and phone system.
• Coordinates courier and mail shipments.
• Coordinates and orders office supplies for office and properties.

Perform any other tasks as assigned.

Knowledge , Skills and Abilities

• Experience in property management is preferred .
• Well-developed MS Office skills (Word, Excel, Powerpoint) are necessary
• Strong knowledge of Yardi , Rent Cafe and Sales Force is a definite asset.
• Previous Reservations, Hospitality, Call Centre IT Support or Residential leasing experience is also an asset.
• Experience with Marketing as it relates to managing ads on Google, Facebook, apartments.com, in addition to creating seasonal posters as necessary .
• Excellent customer service skills and understands the importance of creating a positive customer experience.
• Strong interpersonal and verbal /written communication skills.
• Strong organizational skills.
• Ability to be flexible and self-motivated and to take initiative.
• Attention to detail and accuracy, even as priorities change and urgencies intervene.
• Ability to work independently and in a team environment where mutual support is essential.
• Ability to work under pressure

If you meet the requirements and are interested, please submit your resume and salary expectations to [e-mail].

We thank all applicants who apply, but only those who are qualified may be contacted.