Job Description

About Us:

HomeSpace Society is a leading organization dedicated to providing affordable housing solutions to low-income individuals and families within our community. Our mission is to create safe and sustainable housing opportunities while fostering a sense of belonging and community. HomeSpace's current portfolio consists of over 34 owned properties containing 903 units located throughout Calgary.

Position:

Property Administrator

Reports to

: Senior Facilities Manager

Location

: HomeSpace Society Downtown Office

Job Summary:

As a Property Administrator, you will play a key role within the Property Management team, ensuring the efficient operation of office and building functions while fostering strong tenant relations. This role involves overseeing day-to-day administrative responsibilities for an assigned HomeSpace Calgary portfolio. Your contributions will be essential in delivering high-quality property management services that align with the organization's mission and goals. If you are a proactive, detail-oriented professional, this role requires strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders.

Key Responsibilities:

Reporting to the Senior Manager, Facilities, the Property Administrator will collaborate with other Property Management team members and various stakeholders to support the following functions:

Accounting & Tenant Relations

Receivables Management:

Review and prepare all receivables to ensure accurate data entry of payments for accounting processing.

Payables Management:

Review and prepare all invoices in Payscan, ensuring timely and accurate submission for payment processing.

Tenant Chargeback Invoicing:

Process and maintain organized records of invoices billable to tenants and other parties.

Insurance Claims & Large Project Chargebacks:

Maintain well-organized filing systems for billing and payments related to insurance claims and major project chargebacks.

Building Operations

Central Portfolio Email Management:

Monitor and respond to all email correspondence efficiently. Ensure maintenance requests are entered into Yardi and completed per established standards and timelines. Address and communicate tenant concerns promptly and professionally.

Purchase Orders (POs):

Generate detailed POs from existing work orders upon request. Communicate PO numbers to requestors and contractors. Review and approve POs within the designated approval limits. Follow up with contractors on outstanding POs older than 45 days.

Building Maintenance Scheduling:

Assist tenants, agency partners, contractors, and vendors with scheduling building maintenance. Communicate building procedures and general property information as needed.

Maintaining Accurate Records:

Ensure all property-related activities are documented, including maintenance schedules, vendor contracts, emergency contact lists, and preferred vendor lists.

Technician Work Order Support:

Assist Technicians with work order management and scheduling.

General Office Administration

Participate in team meetings to provide property operations updates and collaborate on cross-functional projects. Work closely with Maintenance Supervisors to address service quality issues related to tenant or agency partner concerns. Perform general office administrative duties as assigned. Support special projects as requested by the Senior Manager, Facilities.

Qualifications:

A post-secondary certificate, diploma, or degree in Office Administration is preferred or a High School Diploma with at least 3 years of experience in property management, including managing multiple properties and coordinating with contractors and vendors. Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously. Excellent communication skills, with the ability to interact professionally with all stakeholders, including tenants, agency partners, internal customers, contractors, and vendors. Strong critical thinking skills, with the ability to identify and resolve issues quickly and effectively. Ability to work independently, take ownership of tasks, and prioritize effectively in a demanding environment. Demonstrated ability to develop and coordinate project tracking. Experience with accounting functions such as Accounts Payable (AP) and Accounts Receivable (AR) Strong writtenand verbal communication skills. Proficient in Microsoft Office suite, with experience using property management software a plus. Familiarity with Yardi or similar property management software is an asset. * Basic building maintenance knowledge is an asset.