Residential Administrator / Rental Agent

LOCATED IN OTTAWA, ONTARIO, CANADA

Since 1987, District Realty has been bringing tenants and property owners together to enjoy the best possible rental experience. With over 30 year’s experience serving the Ottawa market, we’ve established ourselves as one of the first choice for residential and commercial renters. Property management clients can count on a solid history of maintaining and improving profitable income-generating assets, and apartment and commercial renters can count on the highest standards of service, communication, and care.

We think that Ottawa is one of the best cities in the world to live, work and play in, and we love to help our clients experience it to its fullest. Our diverse and loyal client base trusts us for our deep local and industry knowledge, client-first approach and unparalleled level of service. Whether you’re looking to rent an apartment, lease a retail or restaurant space, or maximize the potential of your rental property, we can help make your experience a smooth one.

We are dedicated to providing residents with exceptional living experiences, and we're looking for an experienced Rental Agent/Rental Administrator to join our team.

Position: Residential Property Administrator

Hours of Work: Monday to Friday from 9AM to 5PM.

Reporting To: Property Manager / COO

Overview: Under the supervision of the Residential Property Manager assist in in the day-to-day administrative activities of the Residential Property Management Department.

Tools: Must be computer proficient.

Responsibilities: Duties may include assisting with:

RENTALS

· Collect, arrange, and process rental applications including collecting payment of LMR

· Inform declined applicants and arrange return of LMR

· Produce and collect leases and all required move-in documents

· Provide rental and lease related documents to Res Admin Assistant for paper and e-filing

· Process vacates

· Process sublets and assignments

COMMUNICATIONS/TENANT RELATIONS

· Pursue tenants for collection of late or bounced rent

· Produce memos and letters as needed by PM

· Handle majority of phone and email correspondence with tenants

· Provide move-in package and by-law tenant information package to new tenants

· Prepare Parking, Storage, and AC agreements

· Approve parking permit requests

· Maintain clear records of parking assignments (parking spreadsheet updates and auditing)

· Provide important communication documents to Res Admin Assistant for paper and e-filing

ACCOUNTING

· Submit all tenant adjustments (move-in, PAP, credits, parking adjustments, chargebacks etc.)

· Provide rental statements to tenants upon request

· Distribute completed financial statements

· Process POs and invoices upon request

· Code, distribute, file EFTs and rent supplement payments

· Produce cheque requisitions and distribute refund cheques to tenants where required

· Send daily and monthly reports of credit card transactions

OPERATIONS

· Add/remove properties and staff members from Suitespot

· Add service requests to Suite Spot

· Assist with closing/opening duties when a property is sold or added to the portfolio

· Issue fobs, update buzzer boards

LEGAL

· Prepare and distribute N4s, N1s, N5s

· Correspond with paralegal

· Review and catalogue security camera footage when required

· Assist with utility account changes when requested by PM

COMMERCIAL

· Handle most commercial admin matters for buildings that are primarily residential such as issuance of statement of charges each year, issuance of OPC recovery statements when requested by financial analyst

· Serve as additional contact point between PM and Commercial Tenants when needed

· Assist in rent collection from commercial tenants when needed

And other duties as required.