Offre : Administrative Coordinator for Property Management- Full time

Part customer service, part book-keeping, and part project management, we are looking for a manager who is capable with all general administration responsibilities, and who enjoys getting out of the office for on-the-ground building assessment and tenant communication (for repairs, renovations, etc). Must be adaptable, motivated, and have strong problem-solving and communication skills.

Must be fluent in spoken English and French- other languages are an asset.

Where you fit in here:
Day-to-day coordination- you make sure everyone is happy and if they aren’t, you find out what they need and we find a solution together.
Office and paper work- you make sure all the files are organized, all the things are paid, and all the books are up to date. You prepare documents if necessary.

Active, day-to-day coordination:
Answering and handling tenant’s various needs- for example:
Something in the apartment is broken
Tenants don’t know how breakers work
Tenant is unsure about certain rules in the building
Tenant is experiencing problems within the apartment
Explaining the whole process of moving in

Dispatching, coordinating and organizing service providers, these tasks include, but are not limited to:
Tell a worker the faucet is broken, ask him when he’s available to go
Let the tenant know when is the worker coming
Make sure both the worker and the tenant have a way of communicating with each other
Making sure the worker completed the job and that the tenant is happy

Facilitate the renting of the apartments; these tasks include, but are not limited to:
Posting ads for the apartments
Coordinating with people who are tasked with showing the apartments
Showing the apartment to tenants

Collecting rent, these tasks include, but are not limited to:
Follow-up on the people who haven’t paid on time!
Apply the measures necessary so that they do.

Answer queries directed to the company and manage as necessary, these tasks include, but are not limited to:
You’ll receive calls from various parties- try to resolve them as best as possible, we’re there to help.
You’ll also receive e-mails and letters, which you’ll also direct or take care as necessary
Your job is initially to receive and assess. There are many resources within the company to take care of every possible query you get.

Supervise, conduct and facilitate the solving of any maintenance or renovation issues that may arise; these tasks include, but are not limited to:
Fixing a faucet or a lock
Supervise and teach others to do minor repairs
Make sure the repairs are done properly in the most efficient way possible

Office work and paperwork
Lease signing and filing, these tasks include, but are not limited to:
Manage leases (scan/file/sign) them and make sure everything is organized properly
Tenants might come by your office (or apartment) to sign a lease or drop a form

Rent collection and depositing, these tasks include, but are not limited to:
Manage the rent collection process and system (google docs or excel)
Keep track of who has paid, when, with what
Keeping track of the depositing of the rents that have been collected

Documents organization, these tasks include, but are not limited to:
Receive, review, file and pay invoices such as taxes and bills.
Prepare forms for future use.

Bookkeeping, these tasks include, but are not limited to:
Scan invoices, match deposits to bank accounts.
File invoices, match them to credit card statements.

Various organization and efficiency-improvement work, these tasks include, but are not limited to:
Re-arrange filing so that it’s more intuitive and easier to understand
Create a new process so it’s a lot easier to do something
Digitalizing and filing content.

We have a capable repair team who will take care of all fixes and renovations. You would be working closely with them, but would not be their supervisor, so much as a co-collaborator, often as a tenant advocate or correspondent. We are a small company and enjoy somewhat of a round-table approach to decision making.