Residential Property Administrator

Job Description

<p>Purpose:<br><br>The Residential Property Administrator provides exceptional customer service to residents, clients and internal business partners while ensuring accurate and efficient administration of rent collection, lease administration, and legal documentation. This role operates in a high-volume, deadline-driven environment and collaborates closely with operations, accounting, leasing and marketing teams.</p><p>Key Responsibilities:<br><br>Customer Service Relations: </p><ul><li>Deliver outstanding customer service to residents, clients and internal stakeholders. Addressing all concerns within a 24-48 hour period; ensuring the resident/client is satisfied with the outcome; documenting the resolution.</li><li>Communicate effectively and professionally with residents, clients and colleagues, addressing inquiries and concerns.</li><li>Escalate complaints to the appropriate Manager as needed.</li></ul><p>General Administration: </p><ul><li>Prepare documents to support due diligence for potential property sales.</li><li>Maintain precise electronic filing of all relevant documents.</li></ul><p>Payment Administration: </p><ul><li>Set up tenant pre-authorized payment (PAP) plans.</li><li>Prepare and distribute weekly collection letters.</li><li>Provide accounts receivable updates to Property Managers and site staff.</li></ul><p>Legal Administration: </p><ul><li>Issue and manage legal notices (e.g., N4, N5, N6, N7).</li><li>Submit legal filings (e.g., L1, L2) to the Paralegal in a timely manner.</li><li>Ensure tenant adherence to Landlord and Tenant Board (LTB) payment plans.</li><li>Enforce LTB orders and manage collections for past tenants.</li></ul><p>Rent Administration: </p><ul><li>Run and verify monthly rent billings in Yardi; post accurate charges.</li><li>Manage additional charges (e.g., parking, lockers) and update rentable items.</li><li>Prepare and distribute annual tax receipts.</li></ul><p>Leasing Administration: </p><ul><li>Process applications, including employment verification, landlord references, and credit checks.</li><li>Set up approved leases and resident profiles in Yardi; prepare and distribute lease packages.</li><li>Ensure timely receipt of executed lease documents.</li><li>Manage tenant notices as approved by the client or Property Manager.</li><li>Arrange the setup of new tenant utility accounts.</li></ul><p>Resident Portal Administration: </p><ul><li>Input tenant insurance details and provide security codes for portal access.</li><li>Respond to maintenance requests and communication tickets as needed.</li><li>Offer technical support to tenants and staff.</li></ul><p>Scope: </p><ul><li>Reports to: Senior Manager, Residential Administration</li><li>Administers a portfolio of up to 1,000 suites.</li><li>Collaboration: Residential Clients, Property Managers, Leasing Specialists, Operational Staff, and Residential Property Accountants</li></ul><p>Qualifications:<br><br>Education: </p><ul><li>Minimum: High School Diploma (Grade 12/13).</li><li>Preferred: College Degree in a related field.</li><li>Knowledge of the Residential Tenancies Act.</li></ul><p>Experience: </p><ul><li>Minimum of 2 years of experience in leasing and property administration.</li><li>Experience administering a residential portfolio of a minimum of 500 suites.</li><li>Experience with property management software such as Yardi and Property Vista is an asset.</li></ul><p>Skills and Competencies: </p><ul><li>Demonstrates SKPM's values of trust, honesty, integrity, and respect.</li><li>Strong knowledge of residential property administration.</li><li>Proficiency in Word, Excel, PowerPoint, Microsoft Outlook, and property management software.</li><li>Excellent judgment and decision-making skills.</li><li>Strong organizational and time management skills.</li><li>Exceptional communication and relationship-building abilities.</li><li>Commitment to providing excellent customer service.</li><li>Professional demeanor and appearance.</li><li>Eager to learn and grow within the position.</li><li>Open to process improvements and change.</li></ul><h2>INDLP</h2><br><p>Thank you for your interest in Sterling Karamar Property Management.</p><p>Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement.</p><p>Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer. We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.</p><p>Please note that our Corporate Offices are scent-free work environments.</p>