Administrator

Toronto, ON Full Time

What you will be responsible for:

  • Responsible for assisting in the preparation and manage accounts receivable and lease administration functions for a portfolio of properties with the Administration Manager
  • Maintain records of tenancy agreements, renewals, and other documentation
  • Utilize the property management system to record transactions and run various operating reports
  • Prepare financial analyses reports, as required
  • Together with the accounts payable specialist, ensure all bank deposits and electronic banking are processed and entered into the property management software in a timely manner
  • Process daily resident adjustments, including move-ins, move-outs, LMR applications, processing of lease applications, parking adjustments, rent adjustments, and resident discharge adjustments
  • Together with the accounts payable specialist, prepare tenant rent cheques ensuring prompt delivery to bank are processed and entered into the property management software in a timely manner
  • Track and report on the collection of rent and follow-up as required
  • Enter and update tenant lease information into property management system
  • Process preliminary rent rolls and charge rent in the property management system; ensure accuracy prior to seeking approval
  • Oversee the processing of all online banking, debit and credit card payments
  • Process and reconcile all pre-authorized rent payments for deposit on the 1st business day of the month
  • Track post-dated payment instruments and apply against resident accounts when current
  • Review all accounts receivable and ensure first reminders are delivered to delinquent tenants
  • Prepare and process all legal notices and other applicable requirements under the current legislation; coordinate delivery of all such notices
  • Process all above guideline increase (AGI) applications and rent adjustments
  • Process for approval all rent increase edit lists, rent increase notices and other documentation as required by the administration policies
  • Actively pursue the collection of delinquent rents
  • Prepare summary and detail monthly aging accounts receivable reports
  • Analyse all current debit and credit balances and ensure that statements are sent to the tenant
  • Analyse all past debit balances and pursuant to administration policies, forward to the collection agency
  • Prepare for approval write-off in instances where collection of past debit balances are not recommended
  • Analyse all past credit balances and pursuant to administration policies, issue refund cheques to tenants
  • Apply last month interest cheques; process all last month interest cheque edit lists and submit for approval; distribute all last month interest cheques
  • Meet accounting department deadlines
  • Follow up on all legal applications and communicate status to Administration Manager and Customer Service Specialist
  • Draft rental letters and respond to tenant queries regarding rental billing and statements
  • Reconcile and issue annual rent receipts, if required by resident
  • Prepare tenant chargeback invoices
  • Track tenant insurance certificates
  • Process all referral program disbursements
  • Storage locker reconciliation¬†
  • Parking locker reconciliation

Qualifications:

  • Minimum 1 year experience in a multi-property site management office
  • Post-secondary education preferred with a focus on Business Administration or related field
  • Proficiency with Yardi Voyager 7 software
  • Commitment to excellence in customer service
  • Excellent planning, coordination and scheduling skills
  • Highly adept at building strong, professional relationships
  • Above average communication skills- both oral and written
  • Good understanding of the Residential Tenancies Act and any other legislation governing tenancies
  • Fluent in English
  • Proficient computer skills; MS Word and Excel
  • Ability to contribute in a fast-paced, deadline driven team atmosphere
  • Accurate keyboarding, data entry skills are essential
  • Self-starter with the ability to work independently
  • Client service oriented with excellent telephone manner
  • Effective conflict resolution skills
  • Analytical and detail oriented with effective time management skills
  • Competent in basic intermediate accounting procedures
  • Able to apply logic and reasoning to effectively manage projects, analyze complex financial, legal and contractual problems and to provide solutions or recommendations

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