Property Administrator

Description





Position Title:


Property Administrator - SKY


Job Number:




Position Description


Reports To:


Reports to: Property Manager


Department:


Edmonton


FLSA Status:


Non Exempt

Last Updated:

2025


The Company


Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America’s leading property management firm. We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.



Job Responsibilities


Reporting to the Property, the Property Administrator carries out the administration in all assigned residential property enterprises. The Resident Services Administrator is a highly responsible individual who enjoys a variety of operations and project management tasks all while ensuring a high level of customer service is maintained at all times.



Essential Duties & Responsibilities


The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

Customer Service

Practice excellent resident relations through regular resident visits to ensure concerns and complaints are dealt with in a timely, professional manner to ensure long-term tenancies.
Handle resident concerns and inquiries with a goal of 100% satisfaction.
Respond to all resident inquiries concerns within a 24-hour window
Foster a strong customer service culture amongst all team members

Administration and Reporting - Rental

Update residential and retail leases in Yardi in a timely manner
Ensure rental applications are complete and information is accurately entered into Yardi for final approval from Portfolio Manager within 12 hours of receipt of application
Conduct income verification and reference verification on applications
Conduct credit checks using Yardi Screening
Generating and sending new lease documents through SignWell
Ensure prompt and accurate administration of all resident security deposits in Yardi
Ensure accuracy of all lease documentation within 24 hours of receipt
Ensure resident accounts up to date from beginning to end of tenancy (Contact information, lease changes, accounts receivable, etc.)
Generate monthly reporting documentation for Property Manager
Generate and distribute monthly renewal offers and non-renewal letters
Conduct semi-annual audit of all resident files
Ensure compliance with the Residential Tenancies Act in all procedures.
Attend Community events to continue to build strong relationships within the community.
Assist with training new team members
Manage and administrate rental incentive programs
Manage and maintain renters insurance compliance


Administration and Reporting – Condominium

Act as a liaison, maintaining excellent relations with the board of directors, condominium owners, developers and trades at each assigned condominium corporation and assist them with tasks.
Answer client inquiries and complaints, including account inquiries with the corporation.
Take accurate and clear minutes for board meetings, health and safety meetings, and annual general meetings.
Charging one time payments to owners ledgers.
Organize and manage community events within the budget.
Communicate to all owners the maintenance events that are going on.
Handle all new resident move-ins and move-outs
Assist the community manager with all correspondence to the owners
Manage and maintain renters insurance compliance


Office Management

Complete administrative support as required, including courier and mail handling
Maintain digital and physical filing systems within office, Yardi, and MS Teams environment
Maintain all resident information in accordance with privacy regulations and legislation
Maintain maintenance of office and kitchen supplies
Answer all incoming phone calls and emails, including resident maintenance requests
Create, maintain and manage Resident contacts, work order closeouts and calendar reservations in the community program.

Maintenance and Building Management

Enter and receive purchase orders in Yardi as requested
Enter Work Orders in Yardi for all tasks to be completed by maintenance team as requested
Educate residents on availability of resident portal to submit work orders
Provide access as needed for Maintenance Team and external trades as needed

Accounts Receivable

Generate resident chargeback invoices
Post changes as needed to resident ledgers (Chargebacks, reversals of duplicate charges, credits, etc)
Complete rent collection, striving for zero arrears each month
Deposit all payments to bank using cheque scanner and enter payments in Yardi
Educate and encourage residents to use ClickPay payment platform
Monitor aged receivables report weekly for delinquency and collect delinquent rents
Serve all legal documentation pertaining to non-payment of rent, including any Residential Tenancies Act specific documents as per legislative guidelines
Assist in filing any legal actions for non-payment of rent and other substantial breaches of the lease through the Residential Tenancies Dispute Resolution Service or other prescribed means
Prepare and send files to collection agency at the end of each month for vacated tenants who have a balance owing

Additional Duties & Responsibilities


Practice and adhere to FirstService Residential Global Service Standards.
Conduct business at all times with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Perform any range of special projects, tasks and other related duties as assigned.
Additional duties or special projects as assigned


Health and Safety

Ensure compliance with all legislation (Municipal, Provincial and Federal), including but not limited to: Residential Tenancies Act of Alberta, Alberta Labour Relations Code, Alberta Occupational Health and Safety Act, Alberta Minimum Housing and Health Standards, Alberta Fire Code
Comply with all requirements when a Public State of Emergency is issued by municipal, provincial or federal authorities.
Comply with regular fire and life safety standards including monthly testing and annual drills
Ensure all trades comply with the health and safety policy.
Immediately report any infractions, damaged equipment and hazardous conditions or equipment.


Supervisory Responsibility


None

Education & Experience


High School Graduate; Post-Secondary Education or industry experience required
Resident Tenancies Act knowledge required
ARM designation an asset but not required
CPM designation an asset but not required
RECA License in Property Management an asset but not required
Excellent customer service skills with at least five years of customer service work.
Minimum three years’ experience in a fast paced office environment.
Intermediate knowledge of MS Office and aptitude to learn new software programs.
Experience using Yardi is an asset


Knowledge, Skills & Proficiencies


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Work effectively in a team environment, with the ability to work independently
Positive and energetic outlook, with the ability to work effectively under pressure
Strong interpersonal skills
Proven organizational skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames
Excellent verbal and written communication skills
Detail oriented; able to resolve problems using facts and sound reasoning


Tools & Equipment Used


Computer
General Office Equipment
Cell Phone
Tablet
Physical Requirements / Working Environment


The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential fadmunctions.

Use of a keyboard
Phone and face-to-face communication
Sitting for extended periods of time
Use of a computer
General office equipment
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.


Disclaimer


The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.