Residential Administrator

Pay: CA$50000.00 - CA$55000.00 per year

Job description:

Since 1987 District Realty has been bringing tenants and property owners together to enjoy the best possible rental experience. With over 30 years experience serving the Ottawa market weve established ourselves as one of the first choices for residential and commercial renters. Property management clients can count on a solid history of maintaining and improving profitable income-generating assets and apartment and commercial renters can count on the highest standards of service communication and care.

We think that Ottawa is one of the best cities in the world to live work and play in and we love to help our clients experience it to its fullest. Our diverse and loyal client base trusts us for our deep local and industry knowledge client-first approach and unparalleled level of service. Whether youre looking to rent an apartment lease a retail or restaurant space or maximize the potential of your rental property we can help make your experience a smooth one.

We are dedicated to providing residents with exceptional living experiences and were looking for an experienced Rental Agent/Rental Administrator to join our team.

Position: Residential Property Administrator

Hours of Work: Monday to Friday from 9AM to 5PM. Occasional evening or weekend hours may be needed for resident events.

Reporting To: Property Manager / COO

Overview: Under the supervision of the Residential Property Manager assist in the day-to-day administrative activities of the Residential Property Management Department. Also support resident engagement and marketing through community events and social media.

Tools: Must be computer proficient. Experience with social media platforms and basic photo or video editing tools (e.g. Canva) is an asset.

Responsibilities: Duties may include assisting with:

RENTALS

Collect arrange and process rental applications including collecting payment of LMR

Inform declined applicants and arrange return of LMR

Produce and collect leases and all required move-in documents

Provide rental and lease related documents to Res Admin Assistant for paper and e-filing

Process vacates

Process sublets and assignments

COMMUNICATIONS/TENANT RELATIONS

Pursue tenants for collection of late or bounced rent

Produce memos and letters as needed by PM

Handle majority of phone and email correspondence with tenants

Provide move-in package and by-law tenant information package to new tenants

Prepare Parking Storage and AC agreements

Approve parking permit requests

Maintain clear records of parking assignments (parking spreadsheet updates and auditing)

Provide important communication documents to Res Admin Assistant for paper and e-filing

ACCOUNTING

Submit all tenant adjustments (move-in PAP credits parking adjustments chargebacks etc.)

Provide rental statements to tenants upon request

Distribute completed financial statements

Process POs and invoices upon request

Code distribute file EFTs and rent supplement payments

Produce cheque requisitions and distribute refund cheques to tenants where required

Send daily and monthly reports of credit card transactions

OPERATIONS

Add/remove properties and staff members from Suitespot

Add service requests to Suite Spot

Assist with closing/opening duties when a property is sold or added to the portfolio

Issue fobs update buzzer boards

LEGAL

Prepare and distribute N4s N1s N5s

Correspond with paralegal

Review and catalogue security camera footage when required

Assist with utility account changes when requested by PM

COMMERCIAL

Handle most commercial admin matters for buildings that are primarily residential such as issuance of statement of charges each year issuance of OPC recovery statements when requested by financial analyst

Serve as additional contact point between PM and Commercial Tenants when needed

Assist in rent collection from commercial tenants when needed

MARKETING

Events Planning & Hosting

Plan coordinate and host resident events (e.g. seasonal celebrations welcome socials community gatherings) that build community and support resident retention

Work with the PM to build an annual events calendar event budgets and timelines

Source and coordinate vendors supplies catering and on-site setup and teardown

Promote events to residents through memos email building notices and social media

Attend and host events on-site as the main point of contact for residents

Support leasing events and open houses for available suites

Track attendance and gather resident feedback to improve future events

Social Media Marketing

Create schedule and publish content across District Realtys social media channels (e.g. Instagram Facebook LinkedIn)

Keep a monthly content calendar that matches leasing goals suite availability and promotions

Take photos and short videos of suites amenities buildings resident events and Ottawa neighbourhoods

Feature available residential suites and commercial spaces to help fill vacancies

Monitor and respond to comments and direct messages promptly and send tenant concerns to the PM

Help monitor online reviews (e.g. Google) and draft responses for PM approval

Make sure all content follows District Realtys brand standards and tone of voice

Track engagement and performance metrics and give the PM a monthly summary

Keep up with social media trends and suggest new content ideas

And other duties as required.