About this role
Are you highly organized, detail-oriented, tech-savvy and comfortable working in a fast-paced environment where priorities can change throughout the day?
Blackline is seeking a motivated *Property Administrator* to join our Multi-Residential Property Management team. This position plays an important role in the day-to-day administration and operation of our residential rental portfolio and provides direct support to the Property Manager and General Management team.
This is a hands-on administrative role involving tenant relations, leasing, maintenance coordination, rent administration, inspections, contractor coordination and Residential Tenancies Act/Landlord and Tenant Board processes.
The successful candidate will be a strong communicator who takes initiative, follows through on outstanding items, maintains accurate records and is comfortable dealing with a wide variety of tenant and property-related matters.
Primary Responsibilities Tenant Relations & Customer Service
* Act as a primary point of contact for tenants by telephone, email and in person. * Respond to tenant questions, concerns, complaints and service requests professionally and in a timely manner. * Provide front desk and telephone coverage as required. * Maintain professional and respectful communication with tenants, including during difficult or sensitive situations. * Document tenant complaints, incidents, communications and follow-up actions. * Prepare and distribute tenant notices, letters, building communications and other correspondence. * Escalate significant tenant, maintenance or operational concerns to the Property Manager when required. * Maintain confidentiality of tenant and company information at all times.
Lease & Tenant Administration
* Assist with the preparation and administration of residential leases and related documentation. * Maintain accurate tenant, occupant, lease and contact information within the property management system. * Coordinate tenant move-ins and move-outs. * Prepare and maintain move-in and move-out documentation. * Coordinate keys, FOBs and building access. * Track tenant insurance documentation and follow up on outstanding requirements. * Assist with parking administration, including maintaining parking records and addressing parking-related matters. * Assist with leasing inquiries, applications, unit showings and related documentation as required. * Maintain accurate vacancy and occupancy records. * Assist with unit turnover coordination to ensure vacant units are prepared for incoming tenants.
Rent & Arrears Administration
* Respond to tenant inquiries regarding rent accounts and account balances. * Assist with monitoring rental arrears and outstanding tenant balances. * Prepare and issue rent arrears correspondence and notices as required. * Assist with payment arrangement documentation and follow-up. * Maintain accurate records of arrears communications and notices. * Assist with annual rent increases and preparation and distribution of required notices. * Update rental amounts and related information within the property management system as required.
Residential Tenancies Act & LTB Administration
* Assist with the preparation and administration of notices under Ontario's *Residential Tenancies Act (RTA)*. * Prepare *N4, N5 and other applicable notices* as directed by management. * Track notice dates, deadlines and required follow-up. * Maintain accurate documentation required for Landlord and Tenant Board matters. * Assist the Property Manager with preparation of supporting documentation for LTB applications and hearings. * Maintain organized tenancy records, correspondence, photographs, inspection reports and other supporting documentation. * Ensure administrative processes and notices are completed accurately and within applicable timelines.
Maintenance & Work Order Coordination
* Receive and enter tenant maintenance requests into the property management system. * Review, prioritize, assign and trac