Property Management Administrator

The Property Management Administrators contribute to Hollyburn’s goals by providing a wide range of administrative support to the Property Management Team, ensuring efficient office operations in addition to assisting potential residents with leasing enquiries. This role works within a team of Property Management Administrators inter-provincially providing services in all three provinces in which Hollyburn Properties currently operates.

Due to the operational needs of the organization, this position DOES NOT have the opportunity to work from home in a hybrid model.

What’s in it for You?

We offer a great work environment and benefits including but not limited to:

• Extended Medical, Dental & Vision Benefits – Premiums 100% paid by Employer for you & your dependents
• Employee & Family Assistance Program
• Matching Group RSP Program

Key Duties & Responsibilities

Provides administrative support to the Property Management team by:

• Providing administrative support to Property Managers;
• Drafting correspondence within established guidelines;
• Creating and maintaining a database of current information;
• Coordinating paper flow concerning commercial leasing activity (letters, lease renewals);
• Taking minutes during Property Management and Resident Manager meetings;
• Creating PowerPoint presentations for both internal & external needs as required;
• Establishing consistent record keeping systems for all buildings;
• Generating rent increase notifications to tenants which adhere to legislated time frames and meet company standards of professionalism, as directed by the Property Manager;
• Updating the Internal website with updated forms, documents and notices.
• Assists with the coordination of Purchase Order activity by:
• Issuing Purchase Orders within approved guidelines;
• Verifying costs and resolving discrepancies;
• Entering Purchase Orders into appropriate accounting systems;
• Provides front-line support via both email and phone to potential residents in finding their next home. Respond to incoming phone and email rental enquiries in a timely fashion.
• Establish strong positive customer relationships in a high-volume inquiry environment.
• Schedule viewings for potential tenants at the buildings with the Building Manager.
• Manage daily activities through a CRM including:
• Customer Updates
• Reliable & accurate data entry
• Maintaining a growing customer base
• Assist with customer questions, concerns and application status updates.
• Become an expert on Hollyburn’s building portfolio and their neighborhoods.
• Build relationships with the Building Managers.
• Provides a wide range of general administrative support to ensure efficient operation of the office:
• Assist in answering incoming calls;
• Receive and interact with incoming visitors;
• Receive incoming mail and invoices;
• Assist when necessary with scanning and photocopying;
• Help maintain office equipment including copiers and phone system;
• Coordinate courier and mail shipments;
• Order office supplies for office and properties;
• Perform any other tasks as assigned.

Knowledge, Skills and Abilities

• Well-developed MS Office skills (Word, Excel, PowerPoint) are necessary and Yardi and/or Sales Force experience is a definite asset.
• Experience in property management would be preferred.
• Previous Reservations, Hospitality, Call Centre IT Support or Residential leasing experience is also an asset.
• Excellent customer service skills and an understanding of the importance of creating a positive customer experience.
• Strong interpersonal and verbal/written communication skills.
• Strong organizational skills.
• Ability to be flexible, self-motivated, and take initiative.
• Attention to detail and accuracy, even as priorities change and urgencies intervene.
• Ability to work independently and in a team environment where mutual support is essential.
• Ability to work under pressure.

If you meet the requirements and are interested, please submit your resume and salary expectations to careers@hollyburn.com.

We thank all applicants who apply, but only those who are qualified may be contacted.