Property Administrator - 18 months contract

The true meaning of PARC is reflected in our mission : A community where people rebuild their lives.

PARC is a social service agency that works with members on issues of poverty, mental health, addictions, homelessness and food security.

Members access services and develop relationships with our staff and one another through four core areas of operation : a drop-in centre, a peer-support program, an outreach program, and supportive housing.

PARC also has a social enterprise, The Silver Brush (TSB), that provides property management services. At this time, the TSB and PPM is seeking a Property Administrator.

Title : Property Administrator

Position type : Full-Time (37.5 hours a week)

Annual Salary : $49,608 to $57,428

Reports to : Property Manager

Role Description

Reporting to the Property Manager the role of the Property Administrator is to act as the first point of contact for residents to coordinate and schedule work of the Property Management Teams as directed by the Property Manager.

The Administrator carries out this role in three major areas of responsibility : tenancy coordination, financial management, resident relations and coordination and administrative management with a goal of providing exceptional customer and resident satisfaction through the delivery of great service to all residents at all times.

RESPONSIBILITIES

The following are the tasks for which the Administrator is responsible :

Team Coordination and Administration

• The Administrator is responsible for an efficient administration of the office and its systems using Property Vista, Smartsheet and QuickBooks software
• Produce monthly cleaning and maintenance quality and financial reports and other documents when needed.
• Maintain inventory of routine maintenance, cleaning and office supplies.
• Maintain key inventory and produce Salto keys.
• Handle incoming deliveries and mail.
• Receive Property Vista Maintenance requests, email and telephone messages and pass them to / schedule the appropriate staff.
• Set up and maintain a complete filing system for all records, documents and minutes.
• Circulate reports, support meetings by preparing minutes, agendas and other documents when needed.
• Process residential and commercial tenant and prospective tenant, inquiries, applicants, and schedule move out / move in process.
• Process tenant move out charges and details.
• Review and select vendors as directed by Property Manager.
• Maintain vendor files and coordinate recurring work orders.

Tenants

• Reply to tenant inquiries and concerns and refer them to the staff person who can respond to them.
• Send notices for routine processes (i.e., inspection, repair and provision of notice of entry)

Financial

• Prepare cheque requisitions and cutting cheques.
• Schedule staff and process bi-weekly payroll
• Produce T4s and ROEs as needed
• Invoice customers and collect receivables.
• Make bank deposits on time.
• Review financial statements.
• Issue late payment, arrears and N.S.F. notices

Tenancy Coordination

• Tenancy coordination- intake, move-in and move-outs;
• Vacancy management reports;
• Arrears collection and rent collection;
• Coordinate annual income reporting;
• RGI calculations;
• LTB admin coordination,
• Inventory and supplies management,
• Monthly reporting (e.g. Habitat),
• Data entry- Property Vista, Pirouette etc.;
• Other duties as assigned

Experience and Qualifications

• 2 years of experience within property management or housing sector with demonstrated progression over that time
• Ability to develop and sustain cooperating working relationships with staff, contractors, the public, and especially residents;
• Skills in Microsoft Office and computer proficiency required.
• Ability to work well as a team and independently. Highly organized with the ability to prioritize and complete tasks in set time frame is crucial.

As a condition of employment, the successful candidate must be fully vaccinated for COVID-19 and provide proof of their vaccination status prior to the start of employment.

We thank all applicants, however, only those selected for an interview will be contacted.

Parkdale Activity Recreation Centre (PARC) is committed to building an organization that reflects the diversity of our clients and the communities we serve.

We welcome applications from : indigenous persons, persons with disabilities, ethnic minorities, sexual orientation or gender identity, visible minorities, and others who may contribute to the diversification and share our values.

If you are invited to continue the selection process, please notify us as soon as possible of any particular adaptive measures you might require.