Property Management Administrator

To support the operation and management of the Company’s real estate incoming-producing portfolio by acting as the administrator for the property management department. Responsibilities include portfolio-wide coordination of service and repair requests; preparing, issuing, and tracking purchase orders, contracts, and related documentation; coordinating trades; and maintaining information management system for all department drawings and records. The role also assists Property Managers with the preparation of annual operating cost and capital project budgets and provides centralized administrative support across the portfolio.

Key Responsibilities

• Administer and maintain all property maintenance, inspection, and contract documentation, including organizing, filing, and archiving records
• Coordinate property and preventative maintenance inspections in support of Property Managers
• Administer the Work Order Service Portal system by maintaining tenant contacts, tracking and closing service requests, and ensuring data accuracy
• Prepare, issue, and close purchase orders for vendors and internal teams; monitor work progress and confirm tenant satisfaction
• Utilize Yardi to generate purchase orders, document maintenance services, and maintain a building asset inventory
• Coordinate and communicate with internal teams, Property Managers, and external suppliers and contractors
• Support cost tracking by applying appropriate cost accounts and coding for maintenance and project expenses
• Maintain a centralized library of building maintenance manuals, drawings, and related technical documentation
• Provide general administrative support to the Asset Management Group, including correspondence, filing, reports, and meeting minutes
• Assist with planning events, training courses, and seminars for the Asset Management Group

Desired Skills and Experience

• Post-secondary business education preferred
• A solid understanding of the property and service industry and processes
• 1-3 years’ experience of administration in property management company
• Solid understanding of basic accounting procedures and coding of invoices
• Proficient in all aspects of the Microsoft Suite, with an advanced knowledge of Word and Excel
• Excellent oral and written communication skills
• Familiar with Yardi and Angus is preferred
• Have strong time-management skills and are able to work under pressure to meet deadlines
• Be detail-oriented and possess clear analytical skills