Resident and Property Administrator

Opportunity - Resident and 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 Resident and 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 Manager, Property Administration. 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.

Act as a primary point of contact for residents - maintaining exceptional customer service.

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).