Property Management Site Administrator

Asset Maintenance Pros•Waterloo, ON

2d•Hybrid

About The Position

Asset Maintenance Pros is a leading provider of modern student and young professional housing in Waterloo, Ontario. Our architecturally striking communities are designed to deliver an elevated rental experience through premium accommodations, exceptional customer service, and operational excellence. Located in the heart of Waterloo’s university and technology sectors, our communities support fast-paced lifestyles while fostering safe, welcoming, and professionally managed environments residents are proud to call home. The Property Management Administrator serves as the front line of resident services and operational support across a portfolio of multi-residential properties. This role acts as a key liaison between residents, Property Management, Leasing, Operations, and maintenance vendors to ensure a seamless resident experience while supporting building operations, turnover execution, quality assurance, and administrative functions. The successful candidate will possess strong customer service skills, a working knowledge of residential tenancy practices and the Ontario Landlord and Tenant framework, and the ability to effectively manage resident inquiries, maintenance coordination, inspections, and move-in and move-out processes. This position is ideal for an individual who enjoys balancing customer service, administration, operational coordination, and property management responsibilities in a fast-paced environment.

Requirements

Minimum 2–4 years of experience in residential property management, student housing, multi-residential administration, or a related field
Working knowledge of Ontario residential tenancy practices and Landlord and Tenant Board processes
Experience interpreting resident accounts, ledgers, rental charges, and payment histories
Strong customer service and conflict resolution skills
Experience coordinating maintenance requests, inspections, and turnover activities
Excellent communication, organizational, and multitasking abilities
Intermediate proficiency with Microsoft Office Suite
Ability to work both in-office and onsite throughout a residential portfolio

Nice To Haves

Experience with Yardi Voyager, SnapInspect, CRM platforms, or similar property management systems is considered an asset
Student housing experience is strongly preferred

Responsibilities

Serve as the primary point of contact for resident inquiries, concerns, and service requests
Provide guidance regarding building procedures, resident responsibilities, notices, maintenance processes, tenant portals, and property services
Respond to phone, email, and in-person inquiries in a professional and timely manner
Maintain accurate records of all resident interactions within company systems
Support positive resident relations through proactive communication and follow-up
Escalate concerns appropriately while ensuring timely resolution
Support lease administration, notices, move-ins, move-outs, assignments, and resident documentation
Assist residents with account inquiries and interpretation of rental charges, payments, and ledger information
Maintain accurate resident files, operational records, and property documentation
Ensure compliance with company policies, procedures, and housing requirements
Support administrative functions related to occupancy, turnover, and resident communication
Coordinate and monitor move-in and move-out activities
Conduct inspections of vacant and occupied units and common areas
Identify and document deficiencies requiring maintenance, cleaning, painting, or repair
Monitor unit readiness and turnover progress to ensure suites meet company standards
Perform quality assurance inspections prior to resident occupancy
Maintain turnover documentation and status tracking
Create, assign, and track work orders through SnapInspect and internal systems
Coordinate maintenance requests and vendor scheduling
Follow up on outstanding repairs to ensure completion and resident satisfaction
Assist with contractor access and operational coordination
Conduct regular building walkthroughs and identify operational concerns requiring attention
Maintain accurate data within property management and inspection platforms
Update resident records, inspection reports, work order statuses, and turnover tracking tools
Prepare reports and documentation for Property Management and Operations teams
Support process improvements and operational initiatives as required