Property Management Site Administrator

Asset Maintenance Pros is a leading provider of modern student and young professional housing in Waterloo, Ontario. Our architecturally striking communities are designed to deliver an elevated rental experience through premium accommodations, exceptional customer service, and operational excellence.

Located in the heart of Waterloo’s university and technology sectors, our communities support fast-paced lifestyles while fostering safe, welcoming, and professionally managed environments residents are proud to call home.

Position Overview

The Property Management Administrator serves as the front line of resident services and operational support across a portfolio of multi-residential properties. This role acts as a key liaison between residents, Property Management, Leasing, Operations, and maintenance vendors to ensure a seamless resident experience while supporting building operations, turnover execution, quality assurance, and administrative functions. The successful candidate will possess strong customer service skills, a working knowledge of residential tenancy practices and the Ontario Landlord and Tenant framework, and the ability to effectively manage resident inquiries, maintenance coordination, inspections, and move-in and move-out processes. This position is ideal for an individual who enjoys balancing customer service, administration, operational coordination, and property management responsibilities in a fast-paced environment.

Primary Responsibilities:

Resident Experience & Customer Service

• Serve as the primary point of contact for resident inquiries, concerns, and service requests
• Provide guidance regarding building procedures, resident responsibilities, notices, maintenance processes, tenant portals, and property services
• Respond to phone, email, and in-person inquiries in a professional and timely manner
• Maintain accurate records of all resident interactions within company systems
• Support positive resident relations through proactive communication and follow-up
• Escalate concerns appropriately while ensuring timely resolution

Property Administration & Housing Support

• Support lease administration, notices, move-ins, move-outs, assignments, and resident documentation
• Assist residents with account inquiries and interpretation of rental charges, payments, and ledger information
• Maintain accurate resident files, operational records, and property documentation
• Ensure compliance with company policies, procedures, and housing requirements
• Support administrative functions related to occupancy, turnover, and resident communication

Unit Turnover & Quality Assurance

• Coordinate and monitor move-in and move-out activities
• Conduct inspections of vacant and occupied units and common areas
• Identify and document deficiencies requiring maintenance, cleaning, painting, or repair
• Monitor unit readiness and turnover progress to ensure suites meet company standards
• Perform quality assurance inspections prior to resident occupancy
• Maintain turnover documentation and status tracking

Maintenance Coordination & Operational Support

• Create, assign, and track work orders through SnapInspect and internal systems
• Coordinate maintenance requests and vendor scheduling
• Follow up on outstanding repairs to ensure completion and resident satisfaction
• Assist with contractor access and operational coordination
• Conduct regular building walkthroughs and identify operational concerns requiring attention

Reporting & Systems Management

• Maintain accurate data within property management and inspection platforms
• Update resident records, inspection reports, work order statuses, and turnover tracking tools
• Prepare reports and documentation for Property Management and Operations teams
• Support process improvements and operational initiatives as required

Requirements

• Minimum 2–4 years of experience in residential property management, student housing, multi-residential administration, or a related field
• Working knowledge of Ontario residential tenancy practices and Landlord and Tenant Board processes
• Experience interpreting resident accounts, ledgers, rental charges, and payment histories
• Strong customer service and conflict resolution skills
• Experience coordinating maintenance requests, inspections, and turnover activities
• Excellent communication, organizational, and multitasking abilities
• Intermediate proficiency with Microsoft Office Suite
• Experience with Yardi Voyager, SnapInspect, CRM platforms, or similar property management systems is considered an asset
• Student housing experience is strongly preferred
• Ability to work both in-office and onsite throughout a residential portfolio

Benefits

• Comprehensive Health and Dental plan
• RRSP Matching
• Continuous Learning Program
• Career advancement opportunities
• Employee Assistance Program