Senior Administrator - Waterloo, ON

Killam Apartment REIT; Southwestern Ontario; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Salary CAD 55k–65k

Health and dental plan

Life and disability insurance

3 paid volunteer days and charitable g

Annual bonus plan

Employer-matched investment plan

Training, professional development and

EFAP

Career growth opportunities

Job summary

Killam Apartment REIT is seeking an Administrative Coordinator to support our property management team in Ontario. The role involves monitoring work orders, coordinating purchasing, managing vendor communications, and maintaining compliance records, while assisting senior management and Waterloo staff.

The ideal candidate has 3–5 years of related experience, strong written and verbal communication, excellent organizational and multitasking skills, and proficiency with Word, Excel, and Yardi.

Qualifications

• 3-5 years’ experience in a similar role.
• Excellent written and verbal communication skills.
• Strong organizational and multi-tasking skills required.
• Good computer skills; experience with Microsoft Word & Excel.
• Familiarity with Yardi software is considered an asset.
• Experience in property management industry is an asset.

Responsibilities

• Monitor and assign work orders, track completion and response times, and maintain accurate maintenance-system data and KPI reports.
• Create and track purchase orders, coordinate approvals, and support invoice reconciliation and budget tracking.
• Collect quotations, maintain vendor records and contractor documentation and coordinator vendor communications.
• Maintain inspection, life safety, corrective-action and audit records to support compliance and audit readiness.
• Maintain preventative maintenance schedules, logs and records for equipment, vehicles and mechanical rooms.
• Track CAPEX work orders, quotations and project files and support capital-project invoice processing.
• Provide administrative support for developments, including creating and tracking change orders and monthly invoice coding.
• Provide leadership and coordination support for Waterloo administrative staff.
• Meeting and visitor coordination, including hosting, rooms, meals and catering.

Skills

Communication skills

Organizational skills

Multitasking

Attention to detail

Tools

Microsoft Word

Microsoft Excel

Yardi software

Job description

Killam Apartment REIT, based in Halifax, Nova Scotia, is one of Canada's largest residential real estate investment trusts, owning, operating, and developing a $5.5 billion portfolio of apartments and manufactured home communities. Killam's strategy to drive value and profitability focuses on three priorities: (1) increase earnings from the existing portfolio; (2) expand the portfolio and diversify geographically through accretive acquisitions, targeting newer properties and dispositions of non-core assets; and (3) develop high-quality properties in its core markets.

What you will do:

• Monitor and assign work orders, track completion and response times, and maintain accurate maintenance-system data and KPI reports;
• Create and track purchase orders, coordinate approvals, and support invoice reconciliation and budget tracking;
• Collect quotations, maintain vendor records and contractor documentation and coordinator vendor communications;
• Maintain inspection, life safety, corrective-action and audit records to support compliance and audit readiness;
• Maintain preventative maintenance schedules, logs and records for equipment, vehicles and mechanical rooms;
• Track CAPEX word orders, quotations and project files and support capital-project invoice processing.
• Office and Senior Management Administration:
• Provide administrative support for developments, including creating and tracking change orders and monthly invoice coding;
• Provide leadership and coordination support for Waterloo administrative staff;
• Meeting and visitor coordination, including hosting, rooms, meals and catering.

Who you are:

• 3-5 years’ experience in a similar role;
• Excellent written and verbal communication skills;
• Strong organizational and multi-tasking skills required;
• Good computer skills; experience with Microsoft Word & Excel;
• Familiarity with Yardi software is considered an asset;
• Experience in property management industry is an asset.

What we offer:

• A competitive salary commensurate with skills and experience (consisting of a salary in the range of $55,000-$65,000);
• A cost shared health and dental plan;
• Life and disability insurance for added peace of mind;
• 3 paid volunteer days and charitable donations to support your community;
• An annual bonus plan that recognizes your contributions;
• Opportunity to participate in an employer-matched investment plan;
• Training, professional development and tuition reimbursement to support your growth;
• An employer funded Employee and Family Assistance Program (EFAP);
• Opportunities for career growth and advancement.

We are committed to providing a supportive and inclusive workplace for all employees. Employees will be given support and encouragement to develop their full potential and utilize their unique talents. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

We thank you for your interest in our company and all qualified applicants will be considered; however, only those chosen for an interview will be contacted. Please no phone calls.