Residential Administrator

Pay: CA$50,000.00 - CA$55,000.00 per year

Job description:

Since 1987, District Realty has been bringing tenants and property owners together to enjoy the best possible rental experience. With over 30 years' experience serving the Ottawa market, we've established ourselves as one of the first choices 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. Occasional evening or weekend hours may be needed for resident events.

Reporting To: Property Manager / COO

Overview: Under the supervision of the Residential Property Manager, assist in the day-to-day administrative activities of the Residential Property Management Department. Also support resident engagement and marketing through community events and social media.

Tools: Must be computer proficient. Experience with social media platforms and basic photo or video editing tools (e.g., Canva) is an asset.

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

MARKETING

Events Planning & Hosting

·        Plan, coordinate, and host resident events (e.g., seasonal celebrations, welcome socials, community gatherings) that build community and support resident retention

·        Work with the PM to build an annual events calendar, event budgets, and timelines

·        Source and coordinate vendors, supplies, catering, and on-site setup and teardown

·        Promote events to residents through memos, email, building notices, and social media

·        Attend and host events on-site as the main point of contact for residents

·        Support leasing events and open houses for available suites

·        Track attendance and gather resident feedback to improve future events

Social Media Marketing

·        Create, schedule, and publish content across District Realty's social media channels (e.g., Instagram, Facebook, LinkedIn)

·        Keep a monthly content calendar that matches leasing goals, suite availability, and promotions

·        Take photos and short videos of suites, amenities, buildings, resident events, and Ottawa neighbourhoods

·        Feature available residential suites and commercial spaces to help fill vacancies

·        Monitor and respond to comments and direct messages promptly, and send tenant concerns to the PM

·        Help monitor online reviews (e.g., Google) and draft responses for PM approval

·        Make sure all content follows District Realty's brand standards and tone of voice

·        Track engagement and performance metrics and give the PM a monthly summary

·        Keep up with social media trends and suggest new content ideas

And other duties as required.