We are seeking a highly organized and customer-focused Tenant Property Administrator to support the day-to-day administrative operations of a growing residential and commercial property portfolio.

Working closely with the Property Management team, this role serves as a key point of contact for tenants while providing administrative, financial, and operational support to ensure properties are managed efficiently and professionally. The successful candidate will be an exceptional communicator with strong organizational skills, a proactive mindset, and a passion for delivering outstanding customer service.

This role is ideal for someone who enjoys building relationships, managing multiple priorities, and playing an integral role in supporting both tenants and internal teams.

Key Responsibilities

Tenant & Customer Service

• Serve as the primary administrative point of contact for tenant inquiries, responding professionally by phone, email, and in person.
• Respond to tenant requests by providing information, resolving issues where appropriate, or escalating matters to the Property Manager.
• Draft and distribute tenant correspondence, notices, newsletters, and other communications.
• Prepare and maintain welcome packages, move-in information, and other tenant communication materials.

Property Administration

• Provide day-to-day administrative support to the Property Management team.
• Maintain accurate tenant, lease, and vendor information within Yardi and other company systems.
• Prepare approved rental advice notices for new leases, renewals, and annual rent adjustments.
• Review monthly rent rolls to ensure billing accuracy.
• Prepare tenant charge-back invoices as required.
• Maintain current tenant and vendor contact information and records.
• Coordinate utility account changes, final meter readings, and related documentation.

Financial & Reporting Support

• Assist with coding invoices and supporting the Accounts Payable process.
• Support the preparation of monthly property management reports and other operational reporting.
• Assist with budgeting activities and maintain administrative documentation to support financial reporting.

Vendor & Contract Administration

• Obtain quotes for contracted services such as landscaping, snow removal, and other property services.
• Maintain insurance certificates for tenants, contractors, and vendors, ensuring documentation remains current.
• Coordinate administrative support related to vendor agreements and service providers.

Office Administration

• Maintain organized electronic and physical filing systems.
• Provide general office support, including scanning, filing, photocopying, and document preparation.
• Order and maintain office, kitchen, and cleaning supplies.
• Help maintain shared office spaces, including the lunchroom and coffee station.

Requirements

• 2–4 years of experience in property administration, office administration, or a related administrative role.
• Experience working in property management, or a related industry is considered a strong asset.
• Excellent customer service and interpersonal skills with the ability to build positive relationships with tenants, vendors, and colleagues.
• Exceptional written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy in data entry, documentation, and reporting.
• Strong problem-solving skills with the ability to work independently and use sound judgment.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience with Yardi or another property management software is considered an asset.
• Comfortable learning new systems and adapting to changing priorities.
• Professional, dependable, and committed to providing exceptional service.

Benefits

• Dental care
• Extended health care
• Vision care
• Extensive EFAP program
• Virtual Urgent Care

Accommodations

Kingsley Management Inc. is committed to providing an accessible and supportive recruitment experience for persons with disabilities. If you require accommodations at any stage of the recruitment process, please notify us in advance at [email protected]

AI Usage

As part of our hiring process, we use AI-powered tools to assist in screening resumes. These technologies help us efficiently identify candidates whose qualifications align with the role, ensuring a fair and consistent evaluation process. By clicking "Apply," you acknowledge and consent to the use of AI in our recruitment workflow.

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