About Us
We are a privately held organization headquartered in Kingston, Ontario, with a diverse portfolio spanning residential and commercial real estate development, property management, and luxury hospitality. Our properties reflect a commitment to quality, design, and the guest and resident experience. We are a tight, entrepreneurial team that moves quickly and takes pride in the calibre of work we put into the world.
The Opportunity
We are looking for a sharp, organized Property Administrator to support the day-to-day operations of our growing property portfolio. Working out of our Kingston office, you will be the administrative engine behind our residential and commercial properties — keeping records clean in Yardi, supporting rent and lease processes, responding to tenant inquiries with professionalism, and coordinating with our Building Managers and on-site teams.
This is a role for someone who likes order, takes pride in accuracy, and is curious about how technology — including modern AI tools — can make administrative work faster and better. You don’t need to be a power user on day one, but you should be comfortable using tools like Microsoft Copilot, ChatGPT, or Claude to draft correspondence, summarize documents, and streamline routine tasks, and excited to grow that skill set as the group continues to modernize.
Key Responsibilities
Rent Collection & Arrears Management
Oversee rent collection and arrears across assigned properties. Prepare and distribute rent notices, record payments in Yardi, and serve legal notices related to non-payment under the Residential Tenancies Act (RTA).
Yardi Database Administration
Maintain accurate and current tenant and property records within the Yardi Voyager system. Ensure data integrity across move-ins, move-outs, transfers, and lease changes.
Annual Rent Review
Coordinate the annual rent review process by issuing, receiving, and processing documentation to ensure timely and precise rent updates in line with applicable legislation and company policy.
Lease Administration
Handle tenant onboarding including move-in coordination, complete lease documentation, ensure compliance with legal and company policies, and input lease data accurately into Yardi.
Tenant Relations & Customer Service
Respond promptly and professionally to tenant inquiries, maintaining high levels of tenant satisfaction and fostering a positive living environment. Support community management activities including facility room bookings and community programming.
Tenant File Management
Manage administrative tasks such as parking registrations, transfer applications, mailouts, and file maintenance, ensuring tenant records are organized, complete, and easy to retrieve.
Software, Systems & AI-Assisted Workflow
Use Yardi and other internal systems to manage property data, generate reports, and support operational tasks. Apply AI tools (e.g., Microsoft Copilot, ChatGPT, Claude) where appropriate to draft tenant correspondence, summarize documentation, organize information, and reduce administrative time on routine work — always with sound judgment around accuracy, privacy, and confidentiality.
Reporting
Prepare and submit daily, weekly, and monthly reports for management review, including arrears, occupancy, and operational updates.
Coordination & General Administrative Support
Liaise with cleaning and maintenance staff and coordinate with Building Managers on site-level needs. Perform other duties consistent with the role, as assigned by the Property Manager or General Manager.
Who You Are
- Organized. You keep records clean, follow processes consistently, and notice when something doesn’t add up.
- Service-minded. You communicate with tenants professionally and warmly, even when the conversation is difficult.
- Curious about AI. You have used AI tools personally or at work — or you are genuinely interested in learning how they can make your work better. You see them as a way to do more, not a threat.
- Self-directed. You manage your own workload, prioritize sensibly, and follow through without close oversight.
- Detail-oriented. Your files are accurate, your data entry is reliable, and your work holds up under review.
- Collaborative. You work well alongside Building Managers, Property Managers, and on-site teams — and you ask when you’re unsure.
- Discreet. You handle confidential tenant and company information with appropriate care.
Qualifications
- Post-secondary education in Business Administration or a related field preferred.
- 3–5 years of experience in property management is an asset.
- Proficient in Microsoft Office (Excel, Word, Outlook).
- Experience with Yardi Voyager or similar property management software is preferred.
- Working familiarity with AI tools (e.g., Microsoft Copilot, ChatGPT, Claude) — or a clear willingness to learn and apply them on the job.
- Working knowledge of the Residential Tenancies Act (RTA) is an asset.
- Strong organizational, communication, and problem-solving skills.
- Detail-oriented with a high degree of accuracy.
- Ability to manage multiple priorities and work both independently and collaboratively.
Reporting & Working Environment
This role reports to the Property Manager and General Manager. The position is based in our Kingston office, supporting properties across our portfolio. Occasional site visits to our residential and commercial properties may be required.
Pay: $20.00-$25.00 per hour
Benefits:
- Company events
- On-site gym
- On-site parking
Application question(s):
- Do you have a valid driver's license?
- Do you have a personal vehicle?
- What is your preferred wage for this position?
- Are you familiar with the Residential Tenancies Act (RTA)?
Experience:
- Property management: 4 years (required)
- Yardi Voyager or similar property management software : 2 years (preferred)
Work Location: In person
