Property Administrator

Opportunity - Property Administrator

At Pier 4 we have ambitious goals around growing our portfolio of multi-family real estate assets. We have been recognized by the Globe & Mail Report on Business as one of Canada’s Top Growing Companies for 2024 & 2025 and we are a certified Great Place to Work.  We are looking for a Property Administrator, who wants to be part of our exciting journey and is truly engaged in being an advocate of and executing, best-in-class property administration.

At Pier 4 we aspire to be the leaders in this space and at the same time we are grounded by years of expertise in property management, relationship-oriented business practices and a drive for continuous improvement.  We maintain our properties with a focus on revitalization to assure our residents feel comfortable in their homes.

The Property Administrator reports to the Property Manager. The Property Administrator’s responsibilities include but are not limited to; general administration, and providing customer service.

Responsibilities

• Utilize Yardi to its full extent to maintain consistency across the organization.
• Assist in updating and producing weekly Management Reports for each property in close cooperation with the Property Managers and Property Accountants.
• Processing all legal notices for all properties managed by the management company. Including but not limited to, N1s, N4s, building notices and resident letters
• Bank runs, copy cheques and send to accounting to process.
• Process small balance letters or email tenants in arrears and ensuring they are correctly updated within the company software’s and spreadsheets.
• Move ins - processing and uploading move in documents, adding lease charges, insurance information, parking information, approval or denial of email correspondence, advising accounting of LMR/Parking charges, updating all spreadsheets and control sheets pertaining to the tenants move in process.
• Move outs – process in Yardi, update all spreadsheets pertaining to tenants move out, make sure PAD is off and advise accounting for them to apply LMR and interest on ledger.
• Assist in day-to-day operations of the property management company. Including but not limited to, answering resident questions via email or phone calls, updating resident files and ensuring they are up to date.
• Work with the property managers and leasing agents to ensure that all information for rentals is accurate and up to date.
• Set up lease charges ex: parking etc. when required.
• Remove any lease charges ex: parking etc. when required.
• Log maintenance into Yardi and respond to residents’ concerns and work with PMs on follow ups.
• Schedule maintenance- update Yardi maintenance when needed.
• Manage resident relationships and escalate concerns where needed.
• Processing purchase orders and invoices for approval.

• Negotiate and coordinate services/contracts with the operation of the property and ensuring each vendors insurance and WSIB certificates are up to date and accurate.

• Assist the Manager, Property Administration in creating and maintaining proper Health and Safety protocols.
• Identify opportunities to leverage technology and create operational efficiencies.

• Must be organized, efficient, can prioritize, have excellent follow-up and outstanding interpersonal and communication skills.

Education, Qualification and Experience

• Minimum of 2 years residential property administration experience.
• High attention to detail and accuracy is critical.
• Exceptionally organized and detail oriented with a strong ability to prioritize and multi-task.
• Strong interpersonal and oral communication skills.
• Able to work both independently and comfortably as part of a team.
• Aptitude for working in a deadline-oriented environment.
• Commitment to discretion and confidentiality.
• Experience using Yardi software.
• Knowledge of the Landlord Tenant Act.
• Degree/diploma and/or an equivalent combination of education and/or experience.
• Strong computer skills including Microsoft Office (Excel, Word, Outlook).