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Responsibilities

• Ensure superior co-operation, service, and support for residents.
• Maintain positive resident-landlord relations.
• Provide direct escalation support for site teams regarding resident correspondence.
• Ensure accurate and timely documentation and resolution of resident concerns.
• Coordinate office administration, including ordering supplies, organizing filing, email, phone calls, and managing walk-in visitors.
• Provide information to residents and ensure timely action on concerns.
• Draft collection notices.
• Monitor petty cash expenditures.
• Ensure lease agreement terms are met and administer damages/security deposits and charges.
• Provide Building Managers with lists of leases for renewal.
• Assist the Regional Manager with pending projects and assignments.
• Attend or be involved in hearings, including file creation, evidence preparation, and gathering back-up materials.
• Process Capital Quotes, prepare Purchase Orders, and update tracking sheets.
• Assist in implementing new software and automation tools (e.g., mail merge, Rhenti support).
• Oversee and coordinate Hazelnet content updates for the region.
• Handle regional-level reporting, including insurance, accounts receivable (AR), VOR, lease renewals, and expiries.
• Coordinate outbound communications, issue demand letters, and liaise with collections agencies.
• Maintain accurate documentation for potential legal escalation.
• Assist Payscan process as needed.
• Review rental applications, lease agreements, or change in status forms for completeness and accuracy, then submit to head office.
• Facilitate review of rent rolls and aged accounts receivables as required by head office.
• Process correspondence under local housing laws and regulations (e.g., N4's, L1's, Releve 4).
• Provide training to new Team Members on systems and Hazelview processes and procedures.

Requirements

• Degree/diploma or equivalent combination of education and experience.
• 2-3 years of administrative experience, preferably in a busy office.
• Strong computer skills including Microsoft Office (Excel, Word, Outlook).
• Experience with Yardi (asset).
• Experience in a customer service role (asset).
• Exposure to the Property Management Industry (asset).
• Excellent communication skills.
• Ability to speak other languages (asset).
• Active championing of diversity and inclusion.
• Commitment to "Best in Class" Customer Service.
• Professional demeanor.
• Excellent customer service skills.
• Ability to accurately listen, understand, and respond to issues.
• Ability to work and act independently using good judgment.
• High attention to detail and accuracy.
• Exceptionally organized and detail-oriented.
• Ability to work under pressure and meet deadlines.
• Self-motivated with a "can-do" attitude.
• Superior time management skills.
• Ability to multi-task and prioritize under tight timelines.
• Demonstrated high degree of integrity, diplomacy, discretion, and confidentiality.

Skills

• Microsoft Office (Excel, Word, Outlook)
• Yardi
• Communication (verbal and written)
• Customer Service
• Time Management
• Multi-tasking
• Prioritization
• Organizational Skills
• Attention to Detail
• Integrity
• Diplomacy
• Discretion
• Confidentiality

Experience Level

• 2-3 years of administrative experience

Education Level

• Degree/diploma or equivalent combination of education and experience

Salary/Compensations

• $55,000 - $65,000 annualized base salary

Benefits

• Annual bonuses
• Comprehensive health and dental benefits
• RRSP contributions
• Education reimbursements
• Continuous development opportunities
• Paid vacation days
• Paid wellness days
• Paid volunteering days
• Paid education days

About the Company

• Hazelview Properties creates value for people and places.
• The company prides itself on creating rental communities residents are proud to call home.
• For over 25 years, residents in over 200 buildings across Canada have trusted Hazelview to deliver thoughtfully designed, well-maintained, and welcoming places to live.
• Hazelview's portfolio includes purpose-built rental communities and revitalized vintage buildings with modern amenities, sustainable features, and prime locations.
• The company provides an experience rooted in care, quality, and community, backed by responsive, responsible property management.
• Hazelview is a community builder, offering resident-focused programming and initiatives that support well-being and resilience.
• Core Values: Trust, Ambition, Collaboration, Ownership Mindset, Having Fun.

Equal Opportunity

• Hazelview Property Services Inc. is an inclusive and equal opportunity employer.
• Accommodations for the recruitment process or essential job functions are available upon request.
• The company will work to accommodate needs in accordance with applicable legislation.
• Accommodation requirements will be addressed confidentially.
• Hazelview's vision for sustainability is to foster happy, healthy, thriving communities.
• Hazelview recognizes its responsibility to create an inclusive environment that respects the dignity and diversity of all team members.