Position Title: Property Administrator

Location: Ottawa, ON

Work Model: Onsite

Additional Notes:

Our client is a family-owned and operated residential management company, based in Ottawa, with over 25 years of experience in the industry. They specialize in providing upscale, boutique-style rental apartments in some of Ottawa's most appealing neighborhoods. The portfolio comprises over 600 apartments across more than 55 addresses, known for their beautiful curb appeal, historic charm, and high-quality living standards. The company has grown gradually and steadily since its first purchase in 1996, focusing on interior design and selecting prime locations within Ottawa's core. This management company is committed to providing exceptional customer service, offering 24-hour emergency support and an online tenant portal for submitting maintenance requests at any time. It prides itself on integrity, holding family values close to its business activities.

We are seeking a highly organized and detail-oriented Property Administrator. This role is pivotal in ensuring the smooth operation of property management functions, focusing on lease administration, tenant relations, accounts receivable, and general back-office support. The ideal candidate will have experience with Yardi Voyager and a strong understanding of property management operations.

Key Responsibilities:

Lease Administration

• Prepare, review, and manage lease agreements, ensuring accuracy and compliance with legal requirements.
• Track lease expirations, renewals, and amendments, communicating updates to stakeholders as needed.
• Maintain an accurate database of lease information using Yardi Voyager.

Tenant Relations

• Serve as the primary point of contact for tenant inquiries and concerns, resolving issues promptly and professionally.
• Coordinate tenants move-in and move-out processes, including inspections and documentation.
• Manage tenant communication regarding building policies, maintenance schedules, and community updates.

Move-In/Move-Out Coordination

• Organize and oversee move-in and move-out days, ensuring all logistics are handled efficiently.
• Conduct property inspections to document conditions and coordinate necessary repairs or updates.

Accounting & Administrative Support

• Monitor and manage rent collections, following up on overdue accounts as necessary.
• Prepare and distribute invoices and statements to tenants.
• Record and reconcile financial transactions within Yardi Voyager.
• Handle day-to-day administrative tasks, including filing, data entry, and correspondence.
• Generate reports and summaries for management on property performance and tenant activities.

The ideal candidate will have a diploma in office or business administration, though equivalent experience may be considered. We are looking for a minimum of 2-3 years of experience in property administration working with tenants throughout the life cycle of their stay. Your customer service skills will go a long way to building relationships with the tenants and contractors. Strong interpersonal and communication skills are essential for fostering positive tenant relations and effective teamwork. Proficiency in Yardi Voyager would be an asset, but computer literacy is required. The candidate should possess excellent organizational abilities and keen attention to detail, ensuring accuracy and efficiency in managing leases, accounts, and administrative tasks. Your ability to multitask and perform effectively under pressure in a fast-paced environment will be expected.

What would make you stand out:

• Proven expertise in Yardi Voyager, with advanced skills in generating reports and managing databases.
• Exceptional problem-solving abilities, especially in resolving tenant issues efficiently and diplomatically.
• Previous experience working in a property management company, handling tenant experience and life cycle.
• Prior experience coordinating high-volume move-in/move-out processes with attention to detail and timeliness.

Interested candidates are encouraged to reach out to Michaela at mbranker@recruitinginmotion.ca

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