Property Administrator, Residential

Job Title: Property Administrator – Residential
Reports To: Senior Leader
Department: Property Management – Residential

Position Summary

The Residential Property Administrator will provide administrative support to the Property Management and Operations Team of Millway Residences. The Property Administrator will assist the Property Manager as directed.


• Assist the Property Manager & Leasing in preparation of all necessary documents/paperwork surrounding leasing/lease addendums, parking, storage, maintenance requests.
• Ensure timely and accurate updates are made in Yardi related to uploading any required documents to the individual tenant accounts, ensure complete information is entered in the required fields in Yardi (Person’s, Pets, Storage and Parking information etc), update any changes to tenant accounts including notices to vacate and updating rentable parking and storage spaces throughout the property.
• Maintain accurate parking and storage rental inventory map and reconciles inventory versus revenue monthly to ensure accuracy.
• Responds to resident inquiries in-person, by email and phone. Demonstrating a professional and hospitable attitude.
• As required support the Leasing function when demand requires to both tour prospective residents and complete or assist with the physical move-in function (as volume/demand dictates).
• Rent collection, cheque posting, security deposits, and application of money to tenant accounts,
• Reviewing monthly recurring billings and arrears.
• Reporting weekly on status and liaise with tenants regarding accounts receivable matters, including preparing Statement of Accounts.
• Participate in the preparation of the monthly Rent Roll, ensuring accuracy and timely submission.
• Preparing Tenant and Rental Advisory Notice letters.
• Processing tenant receivables (EFT, monthly cheques, certified cheques etc.) and vendor payables (monthly, and contractual invoices) including matching, coding invoices to comply with budget schedules and compiling and verifying batches submitted to Regional Accounting.
• Monitoring and tracking vacant unit utility accounts.
• Processing property related reports and systems within property enterprise software as assigned.
• Completing all administrative (WSIB, P.O.’s, insurance certificates, expense logs, monthly utility tracking, percentage sales tracking, and property accruals) functions relating to property management as required or directed.
• Reading and understanding leases to ensure accurate information is received and maintained.
• Maintaining and updating tenant information (move-in, out, rent-steps up) on a periodic basis.
• Maintaining and updating security deposit reports.
• Recording, updating and maintaining Tenant and Contractor insurance coverage.
• Liaising with tenants, service vendors, and team members as required or directed.
• Other duties as directed by and supporting the Property Management, Senior Management, and Marketing Management.

Academic/Professional Requirements:

• College Diploma in a related field.

Required Skills/Experience:

• 2-3 years office/clerical experience or equivalent.
• Must excel in ability to prioritize workload and be able to multi-task
• Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization.
• Proficient in MS Word, Power Point and Excel.
• Must be able to work in a team or individually.
• Thorough knowledge of Microsoft Office, including Outlook.
• Accounting knowledge of Yardi (Voyageur 7S and RentCafe), CTI, JDE or equivalent platforms preferred.
• Thorough Knowledge of Landlord and Tenant Act, Board and Forms, is required.


The Residential Property Administrator shall conduct him/herself in a respectful and ethical manner in representing the Trust’s interests. The Residential Property Administrator shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities, demonstrating creativity and resourcefulness in achieving desired results. The Residential Property Administrator must take accountability for decisions made and the Property Administrator is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goals.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.

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