Job Overview
We are seeking a highly organized and customer-focused Leasing and Admin Coordinator to join our property management team. This role is vital in ensuring smooth leasing operations, maintaining excellent tenant relationships, and supporting administrative functions within our property portfolio. The ideal candidate will possess strong communication skills, proficiency in property management software, and a background in office administration or sales.
Position Overview
· Support the day-to-day leasing and administrative functions of the property management office while helping to lease vacant and available units, maintain accurate records, and provide professional service to residents, applicants, vendors, and site staff.
Key Responsibilities
Leasing
· Respond to leasing inquiries, schedule and conduct showings, follow up with leads, provide information on available units, pricing, incentives, amenities, parking, storage, utilities, and lease terms, and help convert prospects into applications and approved tenants.
· Assist with the rental application process by collecting required documents, preparing lease packages, coordinating move-in instructions, tracking leasing activity, updating vacancy reports, and ensuring vacant units are clean, presentable, and ready for showings.
Administration
· Maintain tenant files, lease records, parking records, storage records, property documents, filing systems, shared drives, reports, spreadsheets, notices, letters, and general correspondence.
· Assist with move-ins, move-outs, elevator bookings, keys, fobs, utilities, tenant insurance, inspections, applications, invoices, purchase orders, vendor documents, rent collection administration, arrears tracking, and Property Manager support.
Resident and Customer Service
· Act as a professional point of contact for residents, applicants, vendors, and visitors by responding to inquiries, documenting maintenance requests, directing concerns to the appropriate team member or vendor, and following up on outstanding matters.
· Assist with resident notices, building communications, general correspondence, and maintaining a professional, welcoming, and service-focused office environment.
Property Operations Support
· Assist with coordinating contractors, service appointments, inspections, suite access, resident notices, work orders, deficiencies, and follow-up items.
· Support compliance and operational documentation, including fire safety records, contractor sign-in sheets, insurance certificates, inspection reports, and communication with site staff regarding building issues, resident matters, and daily operational needs.
Qualifications
· Experience in leasing, property administration, customer service, sales, hospitality, real estate, or residential property management is preferred.
· Strong written and verbal communication skills, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
· Proficiency with Microsoft Outlook, Excel, Word, Adobe Acrobat, and Yardi is preferred.
· Knowledge of the Residential Tenancies Act is considered an asset.
· A valid driver’s licence and access to a vehicle is preferred.
Skills and Attributes
· Professional, customer-service focused, sales-oriented, organized, reliable, detail-oriented, and comfortable following up with leads, residents, vendors, site staff, and management.
· Positive attitude, team-focused mindset, strong problem-solving skills, ability to work independently, and strong follow-through on assigned tasks.
Working Conditions
· Work is performed from an on-site office and requires walking the property, showing units, inspecting common areas, and travelling between properties.
· Evening or weekend availability may be required for showings, open houses, resident events, or operational needs.
Pay: From $25.00 per hour
Work Location: In person
