Job Title: PROPERTY ADMINISTRATOR
Name of Company: Can-Euro Investments Ltd.
Business Name: Horizon Court Properties
Business profile: Rental Housing Provider
Can-Euro Investments Ltd. owns and operates approximately 450 rental apartments in the Dartmouth area. It is a second-generation family-owned company with dynamic and progressive team members focused on providing customer-oriented service and solutions to its residential tenants.
Company website: www.horizoncourt.ca
Location: 7, 10, 11 Horizon Court, 1-11 Brookdale Court Dartmouth, NS B3A 4R2
(a.k.a. The Horizon, The Summit, Gardenstone and Adriana Court)
Hours of operation: Monday to Friday 8:30 a.m. to 5:00 p.m.
Working Conditions: Primarily indoors in an office environment
Basis of Employment: Full-time; 35-40 hours per week.
Direct Supervisor: Property Manager
Supervisor: Property Owner/Landlord
Position Summary
The Property Administrator carries a variety of responsibilities across the three main categories of property management: leasing, maintenance coordination and office administration. The role is central to renting vacant units quickly and correctly, administering tenancies in compliance with the Residential Tenancies Act, maintaining complete and accurate tenant and property records, and ensuring inspection deficiencies and work orders are tracked through to completion with the maintenance team.
The ideal candidate brings a mix of administrative precision, customer service, working knowledge of the Residential Tenancies Act, and the ability to work independently, with a background in property administration or leasing.
Key Responsibilities:
- Respond to rental inquiries by phone and email, show vacant apartments, and guide applicants through the application process.
- Compile complete tenant application packages, including credit checks, landlord references, confirmation of employment or income, and photo identification, and submit to the Property Manager for final approval. Communicate acceptance or denial to applicants.
- Maintain online rental advertising and listings through the company's property management software; keep the company vacancy list current and distribute it to staff every Friday.
- Arrange lease-signing appointments, prepare and finalize the standard lease form and rent schedules, and ensure complete tenant files are set up in hard copy and electronically.
- Conduct and document move-in and move-out inspections, including photographs, and coordinate moving day logistics (elevator bookings, mats) with tenants and maintenance.
- Prepare and issue tenant correspondence, including move-out letters, lease renewals, rent increase notices, and all other legally required notices under the Residential Tenancies Act; Assist with rent collection follow-up and related recordkeeping.
- Prepare Applications to the Director, compile evidence and documentation, and conduct Residential Tenancies hearings on the company's behalf.
- Prepare security deposit refunds based on move-out inspections and the tenant maintenance price list, submit to the Property Manager for approval, and file required forms with Residential Tenancies and accounting.
- Ensure tenants are informed of all rules and regulations affecting the property.
- Update intercom and fob systems following move-ins and move-outs; maintain fire safety box tenant lists monthly; maintain accurate records of keys, fobs and parking passes. Coordinate parking spot rentals with the company's parking administrator.
- Provide reception and telephone coverage, addressing tenant and customer inquiries and issues professionally.
- Accept and receipt rent payments in cash or cheque form; collect, count and record laundry and petty cash income; prepare petty cash and gas receipts for reimbursement.
- Handle all incoming and outgoing mail and document receipt.
- Maintain accurate filing systems for tenant, supplier, and property-related documents and correspondence, including government and municipal documents, in cooperation with office staff.
- Provide administrative support to the Property Manager and Maintenance Department.
- Hand over and explain all deficiencies identified on move-in and move-out inspections to the Maintenance Supervisor; Schedule and track repairs and apartment turnovers through work orders until completed; Monitor work orders in progress on behalf of the Property Manager and conduct unit turnover inspections.
- Generate and distribute work orders and purchase orders; track and follow up with suppliers and contractors until invoices are received.
- Maintain vendor and contractor contacts, contracts, and asset/equipment lists, including proof of insurance, WCB clearance letters, and trade certificates.
- Coordinate with the Operations Administrator on the scheduling of mandatory building and fire safety inspections and provide tenant notice for work requiring 24-hour notice.
- Support apartment turnovers to ensure quick and efficient re-rental and maximum rents are achieved and help maintain company standards for unit renovations.
Working Conditions
The Property Administrator is an official representative of the Landlord on the property and is to provide a professional level of customer service to all Tenants and prospective Tenants. The Property Administrator is required to be on duty on the premises during work hours unless otherwise arranged with the Property Manager. Regular weekday hours apply.
Qualifications
- Post-secondary diploma or degree in Business Administration, Office Administration, Property Management, or a related field (or equivalent experience).
- Previous experience in property administration or leasing, and use of property management software (e.g., Buildium or similar), preferred.
- Working knowledge of the Nova Scotia Residential Tenancies Act.
- Excellent computer skills with Microsoft Office (Word, Excel, and Outlook).
- Clear, polite and precise communication skills, both written and verbal, in English.
- Professional, courteous and composed in dealing with tenants, applicants and the public, in person and by phone, as the first point of contact for the company.
- Accuracy with cash handling, receipts and recordkeeping.
- Strong organizational skills with the ability to manage competing priorities, work independently, handle complaints professionally, and meet scheduled duties and deadlines.
- Ability to conduct showings and inspections across multiple buildings, including use of stairs.
- Clear criminal record check required.
Work Location: In person
