Position Title: Bookkeeper/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. We are seeking a meticulous and highly organized Bookkeeper with administrative experience to join our property management team. This role is critical in supporting the financial and administrative functions of our properties, focusing on accounts management, tenant communications, and back-office operations. The ideal candidate will have bookkeeping experience in a property management setting, with proficiency in Yardi Voyager and a strong ability to manage administrative tasks efficiently.

Key Responsibilities:

Bookkeeping and Financial Management

• Manage accounts receivable and accounts payable, including rent collections, vendor payments, and reconciliation of financial transactions.
• Prepare and distribute invoices, tenant statements, and financial reports using Yardi Voyager.
• Assist in budget preparation and tracking for properties, ensuring accurate financial records are maintained.
• Monitor overdue accounts and follow up on collections promptly and professionally.
• Manage all reconciliations and assist with the bookkeeping duties for multiple properties

Administrative Support

• Perform daily administrative tasks such as data entry, filing, and correspondence.
• Maintain and update property files, tenant records, and financial databases.
• Generate periodic reports and summaries on property financial performance for management review.

Tenant Coordination and Communication

• Serve as a primary contact for tenant inquiries related to rent payments, financial concerns, and lease documentation.
• Support tenant onboarding, ensuring timely preparation of financial documents and lease information.
• Assist with communication regarding maintenance schedules, building policies, and other tenant updates.

Move-In/Move-Out Assistance

• Coordinate financial aspects of move-in and move-out processes, including deposit tracking and final statement preparation.
• Document property conditions for inspections and liaise with vendors to address necessary repairs.

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:

• Expertise in Yardi Voyager, including the ability to generate detailed reports and manage property financial data.
• Proven problem-solving skills, particularly in resolving tenant payment issues or administrative challenges.
• Previous experience managing bookkeeping and administrative tasks for multiple properties within a property management company.
• A history of successfully coordinating high-volume move-in and move-out logistics with precision and timeliness.

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

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