Job Description

Our client is a privately owned fully integrated real estate company renowned for its award-winning work in construction, investments, and management a diverse range of commercial and residential properties. Existing for over 70 years, this firm has become one of the GTA's well-known private developers. They are celebrated for their innovative strategies, outstanding design quality, and proficiency in large-scale mixed-use projects. With a solid reputation for reliability, they are regarded as one of Toronto's most reputable builders, committed to excellence in both craftsmanship and customer service, with a strong corporate culture and longstanding employee base.

Property Administrator

On behalf of our client, we are seeking an intermediate to senior-level

Property Administrator

to join their Property Management & Operations team, reporting to the Director, Property Management. This individual will possess the ability to effectively manage and streamline a high volume of information, bring a solutions-focused mindset, communicate ideas clearly, and ensure alignment between tenants, contractors and management. The successful candidate will be a highly motivated team player with the ability to operate in a lean team. In addition, the individual will be able to work in an unstructured environment, solve problems and think critically about solutions, and has a 'no task is too big or too small' mindset.

Responsibilities

Portfolio:

258 residential units and 90 commercial units

Maintain day-to-day operations by implementing and overseeing property management procedures that align with internal standards and regulatory requirements. Generate and analyze recurring financial and operational reports--including rent rolls, vacancy summaries, leasing activity, and utility usage--for senior leadership. Administer all aspects of tenant billing and receivables: issue monthly rent invoices, process payments (cheques, EFTs, payment portals), and reconcile accounts. Monitor and manage tenant arrears by issuing notices for non-payment, preparing Landlord and Tenant Board forms (e.g., N1, N4, N5, N8), and coordinating follow-ups. Maintain the Yardi database by updating tenant information, processing financial entries (move-ins/outs, chargebacks, lease adjustments), and generating weekly AR and rent tracking reports. Coordinate property tax documentation, including municipal property assessments, tax appeals, and consultant requests. Oversee collection and tracking of tenant insurance compliance for residential and commercial leases. Assist with lease documentation--draft lease agreements, prepare lease summaries, and support data input into Yardi. Maintain internal databases for property assets including storage units, appliances, HVAC systems, telecom infrastructure, and parking. Track and apply market rent adjustments across the portfolio, and prepare related documentation such as LMR interest letters and Above Guideline Increase (AGI) notices. Support leasing efforts: respond to vacancy inquiries, conduct showings, maintain a prospect database, and gather feedback for management. Contribute to special projects and ad hoc initiatives supporting broader property management goals.

Qualifications

2+ years of progressive administration experience in residential or mixed-use property management. Strong knowledge of residential and/or commercial property management principles and lease interpretation. Proficient in AR/AP processes; basic understanding of property accounting practices. Strong analytical skills, high attention to detail, and ability to meet tight deadlines. Excellent oral and written communication skills with a strong sense of collaboration. Self-starter who takes initiative and is confident in decision-making. Proficient in Microsoft Excel and Word. Experience with Yardi is required; familiarity with RentCafe and/or CommercialCafe is an asset. Technically adept and quick to learn new systems. Adaptable, solution-oriented, and able to manage shifting priorities while consistently delivering results.
Job Type: Full-time

Pay: $55,000.00-$70,000.00 per year

Additional pay:

Bonus pay
Benefits:

Dental care Extended health care Paid time off Vision care
Schedule:

Monday to Friday
Work Location: In person

Expected start date: 2025-07-28