Lease Administrator - Multi-family
Halifax
Position Summary:
Our client is seeking a detail-oriented Lease Administrator to join its growing multi-family Finance team. This newly created position has been established to support the internalization of approximately 1,000 additional multi-family units and will play a critical role in ensuring the accuracy of lease administration, resident accounts and rental revenue.
The successful candidate will serve as the key link between leasing, property management, and finance, ensuring lease activity is accurately reflected in Yardi and that resident accounts, rent rolls, and revenue information are complete, accurate, and ready for financial reporting. This is an excellent opportunity for someone who enjoys improving processes, identifying discrepancies and helping build scalable workflows within a growing organization.
The Portfolio:
- Portfolio: Multi-family
- Work Model: Full-time, in-office
- Reports to: Controller
- Compensation: $60,000 plus comprehensive benefits and RRSP matching.
Position Responsibilities and Essential Functions:
· Support the administration of the complete multi-family lease lifecycle, including move-ins, move-outs, transfers, renewals and lease amendments.
· Review lease transactions to ensure lease terms, rental rates, incentives, occupancy dates and supporting documentation are complete and accurate.
· Establish and maintain resident accounts within Yardi while ensuring information is accurately reflected throughout the lease lifecycle.
· Administer Pre-Authorized Debit (PAD) enrolments and maintenance through RentCafe.
· Process EFTs and resident payments while investigating unidentified receipts and payment discrepancies.
· Monitor resident account balances, investigate discrepancies and assist with collections activities as required.
· Perform regular reviews of rent rolls to verify occupancy, rental charges, resident information and revenue accuracy.
· Investigate unusual variances, missing charges, resident credits, concessions and lease-related discrepancies.
· Prepare rent roll, occupancy and resident account reports while supporting month-end reconciliations and audit requests.
· Serve as the primary liaison between Leasing, Property Management and Finance for lease administration and resident accounting inquiries.
· Identify opportunities to improve processes, strengthen internal controls and enhance the accuracy and efficiency of lease administration and revenue reporting.
· Support the administration of the complete multi-family lease lifecycle, including move-ins, move-outs, transfers, renewals and lease amendments.
· Review lease transactions to ensure lease terms, rental rates, incentives, occupancy dates and supporting documentation are complete and accurate.
· Establish and maintain resident accounts in Yardi, ensuring information is accurately reflected throughout the lease lifecycle.
· Administer Pre-Authorized Debit (PAD) enrolments and maintenance through RentCafe.
· Process EFTs and resident payments while investigating unidentified receipts and payment discrepancies.
· Monitor resident account balances, investigate discrepancies and assist with collections activities as required.
· Perform regular reviews of rent rolls to verify occupancy, rental charges, resident information and revenue accuracy.
· Investigate unusual variances, missing charges, resident credits, concessions and lease-related discrepancies.
· Prepare rent roll, occupancy and resident account reports while supporting month-end reconciliations and audit requests.
· Serve as the primary liaison between Leasing, Property Management and Finance for lease administration and resident accounting inquiries.
· Identify opportunities to improve processes, strengthen internal controls and enhance the accuracy and efficiency of lease administration and revenue reporting.
· Support the ongoing implementation and optimization of Yardi, RentCafe and related property management systems.
Key Qualifications:
- Minimum of 2 years of experience in multi-family property management, lease administration, property administration, resident accounting or a related role.
- Understanding of multi-family lease administration, resident accounts, rent rolls and payment administration.
- Experience with Yardi is preferred; experience with comparable property management systems will also be considered.
- Experience with RentCafe, PAD administration and EFT processing is considered an asset.
- Strong attention to detail with the ability to identify discrepancies and investigate issues independently.
- Excellent communication and interpersonal skills with the confidence to work effectively across Finance, Property Management and Leasing.
- Strong organizational and time-management skills, with the ability to manage multiple priorities.
- Intermediate proficiency in Microsoft Excel and the Microsoft Office Suite.
- A proactive, inquisitive mindset with the ability to improve processes and maintain a high degree of accuracy.
What They Offer:
· A newly created, growth-driven position where you'll help shape processes as the multi-family portfolio expands.
· The opportunity to work closely with experienced Finance leadership while gaining exposure across Leasing, Operations and Property Management.
· A collaborative, team-oriented culture within one of Atlantic Canada's most respected privately owned real estate organizations.
· Competitive compensation, RRSP matching, extended health and dental benefits, vision care, life and disability insurance, employee assistance program, paid time off, company events and on-site parking.
· The opportunity to build a long-term career with an organization recognized as one of Canada's Best Managed Companies for nine consecutive years.
Pay: $60,000.00-$60,001.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
