Property Administrative Assistant (On-Site) - Toronto

Sterling Karamar Property Management•Toronto, ON

18h•CA$45,000 - CA$50,000•Onsite

About The Position

The Property Administrative Assistant will provide customer service to residents/clients, organize and maintain precise property administration, and work as part of a team, assisting the manager with any required tasks. This role involves close cooperation with the Marketing Department, Operational Staff, and the Property Manager.

Requirements

Minimum High School diploma (Grade 12/13).
Ability to read and write English fluently.
Ability to understand and perform property management software functions.
Accurately understand the legalities of leasing language.
A minimum of 1-2 years of experience in leasing and/or property administration or a related field.
Solid working knowledge of residential property administration.
Excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook.
Able to learn Property Vista.
Sound judgment and decision-making capabilities.
Excellent communication and relationship building competencies.
Adaptable and actively looks for ways to improve processes.
Strong administrative and organizational skills.
Strong time management skills.
Strong customer service orientation.
Motivated to learn more and grow within this position.
Good negotiating skills.
Has a high tolerance to stress.
Ability to take direction and complete tasks quickly and accurately.

Nice To Haves

Attending University/College

Responsibilities

Maintain the highest level of customer service and communicate effectively with residents and relevant others.
Actively listen and act upon resident inquiries, concerns and complaints, escalating to the Property Manager as required.
Assist the Property Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking, maintenance requests etc.
Ensure effective and precise electronic filing of all relevant documents.
Assist in collection and submission of notices, including N9’s.
Assist tenants with using the Resident Portal.
Program fobs, transponders and intercoms.
Respond to rental inquiries in person, by phone and e-mail in a timely, pleasant and informative way.
Provide detailed information about vacant suites to prospective residents via various channels.
Schedule appointments with prospective residents, build a relationship and show vacant suites.
Complete guest cards and daily traffic report, providing a weekly summary to leasing and marketing departments.
Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.
Encourage and promote online leasing process for applications including deposits, pre-authorized payment and resident portal registrations.
Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately.
Schedule Tenancy Agreement signing appointments and ensure agreements are signed by all relevant parties.
Notify applicants of the status of their application within two business days of completion.
Return all monies to ‘declined’ applicants as per company policy.
Manage initial tenant insurance administration to obtain target registrations on move-in.
Inspect all vacant units on a weekly basis.
Communicate and work with Property Manager to ensure suites are delivered on time and as promised.
Provide feedback and recommendations on rental rates, promotions and overall market conditions with a view to maximizing revenue at the property.
Work closely with Marketing Team to update advertising and media channels, promotional programs and signage for the property.
Collect, sort and process rental payments.
Prepare bank deposits and ensure proper filing of receipts.
Track and collect rent cheques.
Deliver/send out weekly collection letters.
Audit AR (investigate large credits, top up LMR etc.).
Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed.
Assist tenants in setting up PAPs, updating insurance, making maintenance requests, etc.
Input tenant insurance.
Provide tenants with their security code for login.
Respond to maintenance/communication tickets where applicable.
Provide technical support for tenants.
Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.
Prepare all relevant documentation related to maintenance and repair.
Be a supportive team member of the Property Management Team.
Take initiative to propose improvements of property administration processes or procedures.