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About the Role

This role provides customer service to residents, maintains property administration, and supports the Property Manager with various tasks.

Responsibilities

• Maintain the highest level of customer service.
• Communicate effectively with residents and relevant others.
• Actively listen and act upon resident inquiries, concerns and complaints.
• Escalate complaints to the Property Manager as required.
• Assist the Property Manager in preparation of all necessary paperwork surrounding leasing, lease addendums, parking, maintenance requests etc.
• Ensure effective and precise electronic filing of all relevant documents.
• Assist in collection and submission of notices, including N9’s.
• Assist tenants with using the Resident Portal.
• Program fobs, transponders and intercoms.
• Respond to rental inquiries in person, by phone and e-mail in a timely, pleasant and informative way.
• Provide detailed information about vacant suites to prospective residents via various channels.
• Schedule appointments with prospective residents, build a relationship and show vacant suites.
• Complete guest cards and daily traffic report.
• Provide a weekly summary to leasing and marketing departments.
• Maintain a working knowledge of competitive buildings and conduct regular market surveys of these properties.
• Encourage and promote online leasing process for applications including deposits, pre-authorized payment and resident portal registrations.
• Maintain the customer database and ensure that all leads are responded to, and all traffic documented appropriately.
• Schedule Tenancy Agreement signing appointment with resident(s) and have Tenancy Agreement signed by all relevant parties.
• Notify applicants of the status of their application within two business days of completion.
• Return all monies to ‘declined’ applicants as per company policy.
• Manage initial tenant insurance administration to obtain target registrations on move-in.
• Inspect all vacant units on a weekly basis.
• Communicate and work with Property Manager to ensure suites are delivered on time and as promised.
• Provide feedback and recommendations on rental rates, promotions and overall market conditions with a view to maximizing revenue at the property.
• Work closely with Marketing Team to update advertising and media channels, promotional programs and signage for the property.
• Collect, sort and process rental payments.
• Prepare bank deposits and ensure proper filing of receipts.
• Track and collect rent cheques.
• Deliver/send out weekly collection letters.
• Audit AR (investigate large credits, top up LMR etc.).
• Track additional charges to tenants as required (parking, lockers etc..) and advise head office as needed.
• Assist tenants in setting up PAPs, updating insurance, making maintenance requests, etc.
• Input tenant insurance.
• Provide tenants with their security code for login.
• Respond to maintenance/communication tickets where applicable.
• Provide technical support for tenants.
• Generate and process Work Orders and Purchase Orders based on information from residents, maintenance staff and/or Property/Site Manager, as required.
• Prepare all relevant documentation related to maintenance and repair.
• Be a supportive team member of the Property Management Team.
• Take initiative to propose improvements of property administration processes or procedures.

Requirements

• Minimum High School diploma (Grade 12/13).
• Ability to read and write English fluently.
• Ability to understand and perform property management software functions.
• Ability to accurately understand the legalities of leasing language.
• A minimum of 1-2 years of experience in leasing and/or property administration or a related field.

Skills

• Actively supports values of: Honesty, Integrity, Respect, Trust.
• Solid working knowledge of residential property administration.
• Strong computer skills: excellent knowledge of Word, Excel, PowerPoint and Microsoft Outlook.
• Able to learn Property Vista.
• Sound judgment and decision-making capabilities.
• Excellent communication and relationship building competencies.
• Adaptable and actively looks for ways to improve processes.
• Strong administrative and organizational skills.
• Strong time management skills.
• Portrays a professional image.
• Strong customer service orientation.
• Motivated to learn more and grow within this position.
• Good negotiating skills.
• Has a high tolerance to stress.
• Ability to take direction and complete tasks quickly and accurately.

Experience Level

• 1-2 years

Education Level

• High School diploma (Grade 12/13)
• University/College attendance preferred

About the Company

• Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer.

Equal Opportunity

• We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.