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About the Role

The Administrator supports the Property Services team by performing administrative and organizational duties, managing building repair intake, and contributing to the overall management of Property Services.

Responsibilities

Communicate effectively with tenants, staff, and contractors.
Provide reliable, accurate, and timely information to Property Services Coordinators and Managers.
Prepare daily notice of Property Services workers’ attendance.
Prepare daily Emergency Response report.
Create and distribute tenant notices and letters.
Coordinate team meetings and take minutes.
Provide periodic receptionist relief, including welcoming visitors, answering phones, distributing mail, receiving rent payments, and sending communications.
Maintain schedules, files, and records of maintenance activities.
Maintain an up-to-date list of qualified contractors and trades.
Maintain current inventories of department supplies and PPE.
Update and manage the on-call schedule and binder.
Track and compile statistics and prepare reports.
Archive department documents.
Document and report significant problems or events to management.
Act within relevant legislation including Occupational Health and Safety Act, Ontario Human Rights Code, AODA, Residential Tenancies Act, Mental Health Act, Child and Family Services Act, PHIPA, Social Housing Reform Act, and Ontario Fire and Building Codes.
Keep Director, Property Services informed of relevant issues.
Receive, process, and distribute incoming invoices.
Reconcile invoices, process credit card statements, and track petty cash.
Verify received supplies against purchase orders and invoices.
Create work orders in Yardi and confirm with tenants.
Monitor Yardi “Work Order Dispatch Board” and assign unassigned work orders.
Provide updates on work order status to tenants and staff.
Assist in arranging contractors or Coordinator response during daytime emergencies.
Create Purchase Orders for maintenance and cleaning.
Monitor scheduled maintenance and assist in scheduling contractors.
Compile and send reports as needed.
Schedule pest control treatments.
Arrange for pest control notices and preparation instructions to tenants.
Prepare pest control reports and stats.
Monitor electronic access systems and input updates.
Maintain key systems and supplies with a third-party locksmith.
Provide keys and fobs for tenants, staff, and contractors.
Manage keys for staff onboarding and offboarding.
Ensure charge back forms for issued keys/fobs are signed and sent to Finance.
Monitor fob system and security cameras, and arrange for video footage collection and release.
Maintain up-to-date lists of master keys and alarm locations and codes.
Assist in Joint Health and Safety Committee activities.
Respond to tenant/member requests and provide assistance.
Provide information to the Member Employment Facilitator.
Generate maintenance educational materials.
Notify managers of issues requiring resolution.
Model organizational values, policies, and professional ethics.
Demonstrate active support for organizational direction and priorities.
Engage in program and organizational change activities.
Promote a culture of accountability for goals and task completion.
Identify and remove barriers to service excellence.
Demonstrate personal commitment to organization culture and wellness.
Embrace and demonstrate Neighbours values.
Participate in a work culture of positive thinking, initiative, and creativity.
Commit to improving professional knowledge to recognize and deal with trends and issues.
Ensure conduct aligns with Standards of Practice and applicable legislation.
Comply with Neighbours policies, including client information confidentiality.
Represent the agency positively.
Participate in external committees and forums as assigned.
Participate in internal committees and activities.

Requirements

2-3 years proven administrative and property services experience, preferably in a non-profit environment.
College diploma or commensurate experience is required.
Basic understanding of residential property maintenance and building systems.
Strong organizational skills, knowledge of accounting processes and procedures, accurate data entry skills and attention to detail.
Ability to maintain records, schedule priorities, and see work through to completion.
Proficiency in MS Office, particularly Excel, Word, and Outlook.
Experience with Yardi Voyager or similar property management software.
Strong verbal and written communication skills.
Knowledgeable of life safety systems, fire code, building code, Residential Tenancies Act, and Occupational Health & Safety Act.
Strong interpersonal and customer service skills including a positive attitude and work ethic.
Regular, reliable attendance during business hours, Monday to Friday.
Experience working with marginalized individuals living with mental illness and/or addictions.
A high degree of initiative and the ability to work independently with given direction and instruction.
Ability to work safely including knowledge of workplace hazardous materials and their appropriate applications (Material Safety Data Sheets, WHMIS regulations).
Initiative and trustworthiness to work diligently and safely, representing Neighbours while working alone and in the presence of tenants.
Sensitivity to vulnerable tenants in supportive housing.
Successful police record check for Vulnerable Sector is required.
Must be legally entitled to work in the country where this role is located.

Skills

Administrative skills
Organizational skills
Accounting processes and procedures
Data entry
Attention to detail
Record maintenance
Scheduling
MS Office (Excel, Word, Outlook)
Yardi Voyager or similar property management software
Verbal communication
Written communication
Interpersonal skills
Customer service skills
Life safety systems
Fire code
Building code
Residential Tenancies Act
Occupational Health & Safety Act
Workplace hazardous materials
Material Safety Data Sheets
WHMIS regulations
Active listening
Problem-solving
AI-based tools screening and assessment

Location

Neighbours building

Work Type

Full-time
Monday to Friday

Experience Level

2-3 years administrative and property services experience

Education Level

College diploma or commensurate experience

Salary/Compensations

$25.54 per hour

Benefits

Accommodations available upon request for candidates with disabilities

About the Company

Neighbours is an organization that provides services to tenants and members.

Equal Opportunity

Neighbours may use AI-based tools to assist in screening and assessing applicants for this position.
Our use of AI does not replace human decision-making.