Job Description PMI Inc.

Job title:

Leasing and Property Administrator

Location:

Kitchener, On

Terms:

15-month Mat leave replacement with potential Full Time at the end

Department/Division:

PMI Properties

Reports to:

Property Manager

About us:

At PMI Group, we believe everyone deserves the opportunity to have a place to call home. We are more than builders. We are community shapers. Our imaginative approach incorporates fresh thinking, grounded in a philosophy of collaboration and transparency. Our progressive properties are modern in their styling but will stand the test of time, house generations to come, and are raising the standard of what it means to build attainable housing. Every project, every detail, every partnership is overseen by our accomplished team of professionals and trade partners, who take pride in building beautiful, quality communities. The PMI Group of Companies is comprised of 3 companies

• PMI Inc- Development & Head Office
• PMI Build LP - Our construction Division
• PMI Properties Inc- Our Property Management Division

About the role:

As an integral part of Head Office, The Leasing and Property Administrator is responsible for providing general administrative support to the Property Management team as well as general administrative and receptionist activities within the head office. This position will be the main point of contact, voice of the business for all incoming calls related to the property management team and the head office team and then redirect those as required. This position will be required to handle multiple demands, competing priorities and adapt to new ideas and constant changes and is a highly organized individual who has an eye for detail and accuracy.

Responsibilities:

Key Competencies

• Communication: Interacting and communicating (both written and verbally) respectfully and professionally.
• Customer Service (Internal and External): Understanding customer needs and provides solutions/support.
• Attention to Detail: Focusing on important details.
• Problem Solving and Decision Making: Defining issues, examining alternatives and effects.
• Time Management and Organization: Using time and resources optimally. May require overtime / additional hours.
• Adaptability: Adjusting priorities and pace to reflect changing demands.
• Accountability: Holds self and others to responsibilities and commitments.

Primary Responsibilities (Leasing and Property Management Administration):

• Tenant Relations & Leasing: Provide tours to prospective tenants, respond to inquiries, and ensure timely follow-ups.
• Sales & Compliance: Track leasing targets, adjust strategies as needed, and ensure leasing documentation is accurate and compliant.
• Maintenance Coordination: Act as the main point of contact for maintenance requests, schedule work orders, issue notices, and follow up on completion.
• Tenant Support: Receive and address tenant complaints and service requests, escalating issues when necessary.
• Security & Reporting: Review daily security reports, take appropriate follow-up actions, and monitor building safety.
• Financial & Administrative Tasks: Process payments and financial documents, coordinate with accounting, and ensure records are up to date.
• General Support: Assist the Leasing & Property Manager with various tenant-related activities and maintain confidentiality of company and tenant information.
• System Operations: Manage intercom and fob systems where required.

Primary Responsibilities (Receptionist and General Administration):

• Front Desk & Client Interaction: Welcome visitors, tenants, and vendors while maintaining a professional and friendly presence.
• Communication Management: Handle calls, emails, and in-person inquiries, redirecting them to the appropriate department.
• Office Organization: Maintain filing systems, recordkeeping, and general office coordination.
• Mail & Shipments: Manage inbound/outbound mail, courier services, and package deliveries.
• Meeting & Event Coordination: Arrange boardrooms, book meeting spaces, and ensure necessary presentation materials are available.
• Office Supply Management: Monitor and restock office supplies as needed.
• Security & Emergency Response: Report security concerns and assist in emergency evacuation procedures.
• Accounting & Administrative Support: Process financial transactions and facilitate communication between departments.

Our Values

• We are imaginative
• We are progressive
• We are accomplished
• We are welcoming

What You Bring - Competencies

• You are Entrepreneurial
• You are Accountable
• You are Collaborative and Build Relationships
• You Demonstrate high levels of customer service
• You are Open and Transparent
• You have a Process Disciplined Mindset
• You are Adaptive to Change and Embrace Technology

Skills and Qualifications:

• 3-5 years in a similar role.
• Ability to triage incoming requests and redirect and/or address as appropriate.
• Previous experience as a receptionist.
• Secondary School Diploma required, Post Secondary an asset.
• Experience in the construction industry is an asset.
• Excellent oral and written communication skills aligned with outstanding Customer Service.
• Strong knowledge of Microsoft Office products, including Excel, Word, and PowerPoint.
• Knowledge of using various other software systems such as SharePoint, CRM is an asset.
• Highly organized and ability to multitask within several properties.
• High energy and enjoy a fast-paced environment.
• Ability to develop and sustain cooperative working relationships with tenants and team members.
• Strong problem identification and problem resolution skills.
• Sound analytical thinking, planning, prioritization, and execution skills.
• Professional attitude and appearance.
• Previous property management experience and knowledge of RTA an asset.

What We Offer:

• Competitive compensation.
• Flexible Work Environment.
• Hybrid Work model.
• Medical, Dental, EAP, RRSP Matching.
• HCSA.
• Tools and Technology to help employees thrive.

Why Join Us and how

If you are looking for an opportunity to help shape and build new communities as a community shaper, this is the place for you. We are looking for people with similar values and competencies (our DNA). You will be part of many partnerships that are overseen by our accomplished team of professionals and trade partners, who take pride in building beautiful, quality communities.Come join us today.

You can apply...