Property Administrator (Residential)

Please note, at Allied, we are committed to delivering exceptional user experiences. As such, the official title for this position is "User Experience Partner".

Conveniently located on the edge of Toronto’s financial core, 19 Duncan is Allied’s newest mixed-used development, featuring Toronto House, a high-end rental residential community with 464 units, along with 149,230 square feet of office space and 3,570 square feet of retail.

At Allied, everything starts with purpose. In the role of User Experience Partner, you will be reporting to the General Manager and will be responsible for supporting the property administration and user experience functions at 19 Duncan and Toronto House.

As Allied builds its rental residential operating platform, this role offers significant growth opportunities, making it a pivotal position not only for the success of the commercial component, 19 Duncan, but also for shaping the future of Allied’s rental residential portfolio via Toronto House.

Who are you?

We are building upon our achievements at Allied, and the future is exciting. How can we be so sure? We have people like you—engaged, risk-takers who consistently deliver their best.

Throughout your career, you have stood out for your pursuit of excellence. You are self-motivated, take ownership, and lead by example. In doing so, you elevate your team and collaborate towards your collective goals.

Above all, you are excited by Allied’s mission and the contribution we make to cities and communities.

What will you do?

1. Oversee property administration for the development.
2. Courteously handle all inquiries, feedback and concerns from residential and commercial.
3. Manage and complete Tenant Portal tasks.
4. Prepare and distribute various notices including but not limited to: Notice to Entry, Notice of Renewal, and Violation Notice etc.
5. Manage amenity requests and bookings.
6. Maintain up-to-date knowledge of the complex including amenities, suite types and layouts for the residential component.
7. Perform frequent and proactive inspections of the complex.
8. Manage administrative tasks for vendors including registration on Vendor Café and providing support with submitting invoices and troubleshooting errors.
9. Manage accounts payable tasks including purchase orders, service contracts, deposit release forms, monthly invoice accruals etc.
10. Perform monthly rent validation, rent collections, account reconciliation and distribution of chargebacks to tenants.
11. Ensure monthly Pre-Authorized Debit reports are updated in a timely manner.
12. Courteously handle all inquiries, feedback and concerns from vendors and utility providers as it pertains to account management (contact information etc.).
13. Distribute property updates/notification to tenants.
14. Maintain tenant information files including contact information, parking and locker information etc.
15. Support inspection of vacant suites weekly to ensure suites are in leasing condition for showings/appointments, including final resident hand-over inspection.
16. Assist with scheduling and conduct leasing tours as required.
17. Support leasing and marketing initiatives.
18. Support process for third-party building certifications, if applicable.
19. Manage lease administration tasks including lease set-up and approval workflow in Yardi, suite maintenance forms (SMF’s), lease administration forms (LAF’s), vacate and holdover emails to Lease Administration team etc.
20. Assist with the coordination of Allied’s ESG initiatives.
21. Assist with the day-to-day management of properties and coordination of vendor work.
22. Liaise with Technical Services team members to ensure resident and tenant concerns are addressed in a timely manner and service levels are maintained.
23. Other duties as assigned.

1. Meet and interact with existing and prospective tenants in a courteous and professional manner, with a strong focus on customer service.
2. Build strong relationships with tenants through regular interactions.
3. Lead user experience engagement programming initiatives.
4. Liaise with building and contract staff to resolve resident maintenance issues promptly.
5. Assist with annual tenant surveys and provide support on implementing measures to enhance user satisfaction and retention.
6. Co-ordinate and perform new resident onboarding tasks.

What are we looking for?

1. 1-2 years of relevant experience in the residential real estate industry.
2. Undergraduate degree in related field.
3. Knowledge of Yardi.
4. Strong administration skills.
5. Knowledge of the Residential Tenancies Act.
6. Highly developed written and oral communication skills.
7. Strong interpersonal and customer service skills.
8. Strong knowledge of Microsoft Office (MS Word, Excel, PowerPoint).
9. Ability to work in a fast-paced environment and carry out multiple responsibilities simultaneously.
10. Team player attitude.

Who are we?

Allied Properties REIT (TSE:AP.UN) is a leading owner and operator of distinctive urban workspace in Canada’s major cities. Allied’s business is providing knowledge-based organizations with distinctive urban environments for creativity and connectivity.

We are also a great place to work. Allied is listed as a 2023 Best Employer in Canada as part of Kincentric’s Best Employers global certification, which distinguishes organizations that demonstrate strong results in employee engagement, organizational agility, engaging leadership and talent focus.

We are committed to hiring the most qualified candidates with a dedication towards supporting diversity, equity and inclusion across our organization. All qualified applicants will receive consideration for employment without regard to gender, ethnicity, origin, sexual orientation, disability and socioeconomic background.

Note: If you require any form of accommodation during the recruitment and selection process, please let us know. We will work with you to provide as seamless a recruitment experience as possible.