Property Management Administrative Assistant & Receptionist
Join our dynamic property management team as the organizational backbone of our office! Reporting to the Broker and accounting team, you'll play a central role in the day-to-day operations of our condominium, multi-family, and commercial rental portfolio. If you're a people-person with sharp administrative skills and a knack for keeping things running smoothly, we'd love to hear from you.
About the Role
This position is ideal for someone who thrives in a fast-paced environment, takes pride in delivering excellent service, and enjoys variety in their work. You'll be the first point of contact for clients, owners, and tenants , making your professionalism and warmth essential to our office culture.
What You'll Bring
- 1–2 years of administrative experience, preferably in property management or a related field
- Basic accounting experience with accounts payable
- Proficiency in Microsoft Word, Excel, and general data entry
- Confidence managing a multi-line phone system
- Strong interpersonal and communication skills, both written and verbal
- A proactive mindset and ability to anticipate the needs of a busy team
- Discretion and commitment to confidentiality
What You'll Do
Financial & Records Administration
- Post accounts payable invoices daily and manage incoming and outgoing cheques for board members
- Maintain accurate property records including owner/tenant updates, parking lists, payment receipts, and ownership changes in accordance with titles and leases
- Process and file land title documents, property tax updates, and WCB filings
- Receipt and record condo fee payments and issue receipts for mailed or dropped-off cheques
Communications & Reception
- Serve as the welcoming first point of contact, answering and directing all incoming calls and messages
- Process incoming emails and website inquiries, responding directly or routing to the appropriate team member
- Handle all incoming and outgoing physical mail and ensure correct distribution to office staff
- Produce professional communications including newsletters, notices, owner/occupant updates, and unit condition surveys
Property Operations Support
- Collect and follow up on expiring tenant and vendor insurance certificates
- Support onboarding and offboarding processes for condominium, rental, and commercial properties
- Liaise with owners and real estate representatives during condo unit ownership transitions
- Update approved rental vacancy advertisements
Office Management
- Maintain organized and accurate physical and electronic filing systems
- Keep office supplies and boardrooms fully stocked and ready
- Provide ongoing support for data entry, information gathering, and file maintenance
- Uphold confidentiality protocols in accordance with relevant legislation and property bylaws
Why Join Us?
We're a collaborative, professional team that values reliability, initiative, and a positive attitude. This role offers great exposure to the property management industry and the opportunity to grow within a supportive office environment.
We thank all applicants but only those selected for an interviews will be contacted.
Salary commensurate with experience.
Pay: $50,000.00-$55,000.00 per year
Benefits:
- Company events
- On-site parking
- Paid time off
Experience:
- Accounts payable: 1 year (required)
- property administration: 1 year (required)
Work Location: In person
