Real Estate Operations Administrator

MLS Group; Toronto; On-site; CAD 52,000; Full time

Job summary

A family-owned business in Ontario seeks a dependable Real Estate Operations Administrator to support finance, property management, and office administration. The successful candidate will work closely with the Director of Operations, involved in tasks such as tenant communications, record maintenance, and office management, providing an excellent opportunity to grow in the real estate sector.

Benefits

Health benefits package

Health Care Spending Account

3 weeks paid time off

Qualifications

• 1–3 years of experience in administration or operations.
• Detail-oriented and organized, capable of managing multiple priorities.
• Comfortable handling confidential information.

Responsibilities

• Process monthly rent receipts and manage tenant accounts.
• Assist Director of Operations with documentation and communications.
• Manage office administration and support special projects as needed.

Skills

Organizational skills

Written communication

Confidentiality

Tools

Microsoft Office

Quickbooks

Job description

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Reports To : Director of Operations

Company Overview :

Established in 2014, MLS Group Ltd. is a family-owned business specializing in proactive property management, strategic consultation, and asset optimization for investors across Ontario. We manage over 630,000 square feet of carefully selected commercial space, fostering lasting partnerships with more than 200 reputable tenants since inception.

Our commitment to transparent communication and tenant satisfaction, combined with deep market insights, enables us to deliver tailored solutions and outstanding outcomes, making us a valued resource in the industry.

Position Summary :

We are seeking a dependable and detail-oriented Real Estate Operations Administrator to support our finance, property management, and office administration functions. This role is ideal for someone with strong organizational skills and a background in administration or bookkeeping. The successful candidate will work closely with the Director of Operations to maintain accurate records, support tenant and vendor communications, and ensure smooth day-to-day operations.

Key Responsibilities :

• Process monthly rent receipts and apply payments to tenant accounts
• Prepare and enter weekly payables
• Prepare and process utility bills
• Perform monthly bank reconciliations for multiple corporate entities
• Maintain accurate digital and physical records for all necessary documents and correspondence
• Assist with corporate record keeping as needed
• Maintain a contractor database, including contact information and up-to-date insurance certificates
• Transfer utility accounts after tenant move-outs
• Liaise with utility providers and vendors for general account management and support
• Assist with preparing tenant notices, letters, and formal communications
• Collect and verify tenant insurance documents annually
• Create tenant welcome packages or move-in instructions
• Answer calls to the office and assist with general tenant inquiries
• Track lease expiries and help coordinate timelines for renewals or notices

Office Administration

• Manage day-to-day office needs including ordering supplies, coordinating janitorial services, and gathering mail
• Maintain organized filing systems (both physical and digital)
• Assist in coordinating company social events, group lunches, or internal gatherings

Special Projects

• Provide support on special administrative projects related to office or real estate operations, as assigned by the Director of Operations

Qualifications :

• 1–3 years of experience in administration, accounting, or operations (real estate experience an asset but not required)
• Comfortable with Microsoft Office products and Quickbooks
• Highly organized and detail-oriented with good written communication skills
• Able to work independently, manage multiple priorities, and follow through on tasks
• Comfortable handling confidential information with discretion
• Salary : $52,000 per year
• Benefits package including health, dental, vision, etc. available after probationary period
• Health Care Spending Account
• 3 weeks paid time off

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Sales and Management

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