Property Administrator

Small Growing Residential Property Management Firm, based in Toronto.

We currently have an opening for an experienced, self motivated, highly organized, reliable, flexible and capable individual to work as a Residential Property Administrator within our team. Arcanos is a boutique property management firm whose portfolio includes residential buildings in Toronto and Oakville. They provide customized property management services and are trusted by their residents and partners. They’re looking for a Property Administrator.

We offer an opportunity for long term growth and a very personalized and open environment.

Position Summary:

The Administrative Assistant reports to the Property Manager and is responsible in providing reliable, timely, and efficient support, including interfacing with various external service providers and residents as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.

Key Responsibilities:

• Provide professional services to residents.

• Organize, coordinate, prepare, edit, proofread, and prioritize all documents including correspondence, presentations, and reports.

• Maintain and update databases of residents, resident contacts, emergency contacts, suppliers, and contractors.

• Organize and prepare expense reports as required.

• Conduct annual audits to ensure that resident insurance certificates are current.

• Assist with overseeing the resident request system.

• Assist with marketing and co-ordination of resident events.

• Carry out accounts receivable functions including rent collection, bank deposits, account arrears collection, generation of miscellaneous chargeback invoices and collection of payments.

• Prepare rent increases and all legal notices in relation to non-payment of rent and other related issues under the RTA.

• Assist with updates to weekly Accounts Receivables report and submit to Property Manager.

• Lease Administration – preparing leases, completing all documentation including resident set up.

• Preparation of monthly resident turnover reports

• Provide administrative support to the Property Manager: prepare correspondence for property manager and notices to residents.

• Work Order Processing and Maintenance Management – distributing work orders to superintendents, receiving and updating work orders on a daily basis.

• Access Yardi software to inquire on receivables.

• Maintain all electronic and hard copy filing including invoices and tenant correspondence in accordance with established guidelines.

• Independently respond to basic resident and general inquiries and escalate complex queries to the appropriate parties.

• Implement special activities and programs to add value to the residents experiences at the property when requested by their supervisor.

• Answer the main telephone line and respond to general inquires.

• Manage the receipt and distribution of incoming and outgoing mail and couriers.

• Maintain office equipment as required including photocopiers, fax machines, printers etc.

Key Qualifications:

• 3+ years of relevant office experience or a combination of education and experience

• Post-secondary education preferred, minimum high school diploma

• Previous experience in residential real estate is an asset

• Intermediate/Advanced Microsoft Office (Word, Excel, PowerPoint, and Outlook)

• Supports a teamwork environment with a positive and professional attitude

• Open to learning, developing new skills/knowledge

• Focuses on results and anticipates problems, identifies solutions, takes action and resolves issues

• Proactively assesses, responds to workflow deficiency

• Goes the "extra mile" to understand and respond to residents

• Flexibility to changing work conditions including interruptions and multi-tasking ability

• Strong written and verbal communication skills

• Demonstrates integrity in decision making, listening, and treatment of others

• Ability to work independently and under pressure, deal with deadlines

If you are experienced, organized, efficient and detail oriented, then this may be the opportunity for you.

We look forward to hearing from you and welcome you to apply by clicking on the "Apply Now" link below. Please include the position you are applying for in the subject line and indicate your salary expectations and available start date.

We thank you for your interest, but only candidates selected for an interview will be contacted.

Expected start date: 2024-03-01

Job Type: Full-time

Salary: From $55,000.00 per year

Benefits:

• Casual dress
• Dental care
• Extended health care
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Supplemental pay types:

• Bonus pay

Experience:

• Property Administration: 3 years (required)

Ability to Commute:

• Toronto, ON M4M 2S1 (required)

Work Location: In person

Expected start date: 2024-03-01