Property & Office Administrator

Bluevale Capital is seeking a Residential Property and Office Administrator to run the day-to-day administration of our Ontario residential portfolio while serving as the operational anchor for our office. This is a hybrid role combining tenant lifecycle administration Landlord and Tenant Board (LTB) compliance accounts payable and general office management. The successful candidate is highly organized comfortable operating in Yardi fluent in Ontario residential tenancy processes and able to move between tenant-facing work back-office finance support and office operations without dropping detail.

Tenant Administration and LTB Compliance

• Serve as first point of contact for tenant communications inquiries and service requests; resolve or route promptly and professionally
• Administer the full lease lifecycle: new leases renewals rent increases (AGI and guideline) notices and move-in / move-out documentation in compliance with Ontarios Residential Tenancies Act
• Prepare serve and track LTB notices and forms (e.g. N4 N5 N9 N11 N12) and file applications (L1 L2) with accurate supporting documentation
• Coordinate LTB hearing logistics assemble evidence packages and liaise with legal counsel or paralegals as required
• Maintain arrears tracking and lead first-line rent collection follow-up prior to escalation

Property Data and Systems (Yardi)

• Maintain accurate property unit lease and tenant records in Yardi as the system of record
• Process rent charges receipts adjustments and reconciliations within Yardi
• Coordinate maintenance schedules and work orders through Yardi Maintenance or CMMS; track completion and vendor performance
• Ensure data integrity across rent roll occupancy and lease expiry reporting

Accounts Payable

• Process vendor invoices end-to-end: verify code to the correct GL account and property obtain approvals and enter into Yardi
• Perform PO / invoice / work-order matching and flag discrepancies for resolution
• Manage payment runs (cheque EFT pre-authorized) and maintain payment schedules to preserve vendor relationships and avoid late fees
• Reconcile vendor statements maintain the vendor master file and support month-end AP close and accruals
• Track recurring property expenses (utilities property tax insurance service contracts) and escalate variances

Office Management and Administration

• Own day-to-day office operations: supplies correspondence mail filing and vendor / facilities coordination
• Maintain organized physical and digital document management for leases maintenance logs compliance records and financial files
• Provide administrative support to management including scheduling meeting coordination and ad hoc project support

Reporting

• Prepare recurring reports on occupancy vacancy arrears maintenance status LTB matters and AP aging for management review
• Support month-end and periodic reporting cycles with accurate timely data

• Yardi experience (Voyager or comparable Yardi module) as a hands-on daily user
• Ontario residential property management experience with working knowledge of the Residential Tenancies Act
• LTB experience including preparing / serving notices filing applications and supporting hearings
• Office management / administrative experience in a professional environment
• Accounts payable experience: invoice processing GL coding and payment runs
• Strong organizational skills and attention to detail across concurrent workstreams
• Excellent written and verbal communication and professional phone etiquette

Preferred / Assets

• Property management real estate or paralegal background
• Familiarity with CMMS platforms for maintenance tracking
• Experience with CRM tools for tenant / prospect management
• Vendor contract and lease negotiation exposure
• Comfort supporting light leasing / sales activity (prospect inquiries property information)