Job Description

Property Administrator

About the Position:

Reporting to the Regional Property Manager, the Property Administrator will support a 112 unit property in Kingston, ON by creating and tracking Purchase Orders, Change Orders and Work Orders through Yardi.

Key Functions and Responsibilities:

Once initiated by the Resident Manager, Regional Manager, Construction Manager, or VP, Operations, the Property Administrator will create, monitor, and track through completion all required Purchase Orders and Change Orders Monitor all supplier invoices to ensure all invoices are processed following established policies and procedures; including proper set up, back up, proper coding and are processed within the expected timeline Follow up with Vendors on any discrepancies between POs and Invoices Follow up with Vendors on POs open for more than two months Follow up with the Resident Managers on outstanding unreceived POs On a monthly basis, analyze and report on specific Purchasing KPIs: number of outstanding POs, purchase order cycle time, emergency purchase ratio, inventory accuracy (appliances and supplies) On a monthly basis, analyze and report on specific work order KPIs: number of outstanding work orders, work order cycle time - from submission to completion, number of closed work orders Manage the purchase order system and contract administration, including the development and maintenance of an annual contract directory to ensure renewals are in place before expiry. Track and administer capital project expense billing and assist with capital expense project close out(s) Enter work orders into Yardi, track and close work orders in conjunction with the Resident Managers Other duties as assigned

Required Skills and Abilities:

Self-motivated, energetic, and detail oriented Experience in Property Management is required Excellent organizational skills with a strong ability to prioritize and multi-task Able to work independently and be comfortable as part of a high-performance team Thriving in a deadline-oriented environment Has demonstrated ability to solve problems using facts, sound reasoning and a methodical approach Forward thinking with proven ability to anticipate process bottlenecks and address them in a timely manner Strong command of MS Office products: Word, Excel, PowerPoint, Outlook Commitment to discretion and confidentiality Experience with Yardi property management systems Reliable vehicle and good driving abstract Ability to travel between properties within a defined geographic area Occasional travel to corporate Head Office Occasional weekend work may be required

Education and Experience:

Minimum Grade 12 education, relevant post-secondary education is strongly preferred

Experience in Property Management considered a strong asset

About Us

We're a privately-owned, full-service property management company offering quality, well-maintained apartments across Ontario and Alberta. We focus on creating homes people love, while fostering a workplace that values initiative, integrity, and professional growth.

At least 1 year of experience in residential property operations or administration (multi-residential experience preferred).

Strong knowledge of Yardi for tenant ledgers, payment tracking, and collections reporting.

Excellent communication and interpersonal skills; able to work with diverse tenants and staff.

Resourceful, adaptable, and comfortable balancing administrative and resident-facing responsibilities.

Understanding of the Residential Tenancies Act (Ontario) with respect to landlord rights and obligations.

Strong organizational skills with the ability to manage competing priorities and deadlines.

A valid driver's license and access to a vehicle is preferred (for bank deposits and occasional travel).

About Us

We're a privately-owned, full-service property management company offering quality, well-maintained apartments across Ontario and Alberta. We focus on creating homes people love, while fostering a workplace that values initiative, integrity, and professional growth.

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Why Equiton?

Our culture is built on integrity, accountability, and innovation. We empower our team to take initiative, think independently, and grow personally and professionally.

Our Commitment to Diversity, Equity & Inclusion

We're an equal opportunity employer committed to building a diverse, inclusive, and accessible workplace where everyone feels valued and supported. If you need accommodation during the hiring process, please let us know. We're happy to help.

Only those selected for an interview will be contacted.

Please note that at present, legal eligibility to work in Canada is a prerequisite for this role.

Job Types: Full-time, Fixed term contract
Contract length: 6 months

Pay: $30,000.00-$35,000.00 per year

Benefits:

Casual dress Company events Dental care Disability insurance Employee assistance program Extended health care Life insurance On-site parking Paid time off RRSP match Vision care Wellness program
Work Location: In person