Administrative Assistant, Residential Property Management

Full-time, Permanent


2 weeks ago in Administrative and Office Support

Job Description:

Midtown property management company requires an Administrative Assistant to join their team. This role will support the Director of Residential Properties. Previous administrative experience within residential real estate a strong asset but not required. The successful candidate is organized, can handle competing priorities and is self-motivated.


  • Handle incoming calls relating to three direct report properties and the entire residential portfolio including maintenance concerns, customer service complaints, rental inquiries
  • Conduct rental receipt Yardi input for direct report properties and PAP entry for entire residential portfolio
  • Conduct rental adjustments, arrears collection (friendly reminders/N4 termination/telephone contact) and applicable legal action (NS, N7, NS, etc.) For direct report portfolio and provide documentation on all files as requested
  • Prepare monthly rental receipt arrears reports for direct report portfolio and compile monthly summaries of arrears reports and payment transaction reports for entire residential portfolio
  • Create building notices for direct report properties and as needed
  • Receive, acknowledge, confirm termination notices for direct report portfolio and follow-up with tenant retention
  • Conduct credit checks, landlord verification, etc. For new lease preparation
  • Tender select work as requested by the Director
  • Select typing/secretarial duties including meeting preparation/set-up and event registration
  • Order head office supplies and point of contact for site supply references
  • Prepare leases and welcome packages for direct report portfolio or as required
  • Maintain all leases, form letters, documents
  • Annual budget: select support for managers and controller
  • Prepare rent rolls
  • Address notice of property tax reduction by rental rate calculation, Yardi input, and issuance of form letter to applicable residents
  • Prepare above guideline increase (AGI) notices
  • Knowledge of Yardi system and assist site/ h/o staff when requested
  • Maintain up-to-date emergency contact site sheets for action line staff
  • Distribute on-call schedules
  • Maintain log of all false fire alarms/elevator charges and TSSA billings
  • Maintain select property plumbing (riser) repair/replacement log
  • Maintain log of all company telephones/pagers/blackberries/ cell phones & internet services, maintain summary of all roof replacements/backflow preventer valve installations/boiler replacements
  • Track WSIB, update/insurance certificates for contractors
  • Monitor all waste and snow removal logs
  • Assist director of leasing with weekly vacancy report, prepare report when absent and compile annual turnover data for budget preparation
  • Prepare POS and renovation proposal forms for direct report portfolio
  • Assist head of Facilities with maintaining all annual fire testing inspection reports and inspections
  • Compile for distribution monthly vacation calendar for all management staff
  • Receive all Toronto Fire invoices/Notices of Violation and compile site and City back-up
  • Receive all Appliance Canada invoices and review/ compile Equipment Replacement packages
  • Monitor all City Orders and prepare responses
  • Maintain all City Licensing Record Keeping Binders
  • Attend sites to assist with building inspections as required
  • Assist with sorting and distributing mail as required
  • Filing of all pertinent materials
  • Provide site administrative relief coverage when circumstances warrant
  • Provide Executive Assistant, Commercial Administrator and Reception back-up which includes Reception relief coverage (every Thursday and fourth Friday) and training as required


To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Beth Title;

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

Apply For The Job


Other Jobs You May Like