Opportunity

At Pier 4 our portfolio of multi-family real estate assets is growing and as a result we are looking for an experiencedProperty Administratorto join our team inthe Cambridge office.We are looking for a Property Administrator, who wants to be part of our exciting journey and is truly engaged in being an advocate of and executing, best-in-class property administration.

At Pier 4 we aspire to be the leaders in this space and at the same time we are grounded by years of expertise in property management, relationship-oriented business practices and a drive for continuous improvement. We maintain our properties with a focus on revitalization to assure our residents feel comfortable in their homes.

The Property Administrator reports to the Manager, Property Administration. The Property Administrators responsibilities include, but are not limited to; general administration, and providing customer service.

Responsibilities

• Customer Service
• Utilize Yardi to its full extent to maintain consistency across the organization.
• Assist in updating, and producing weekly Management Reports for each property in close cooperation with the Property Managers and Property Accountants.
• Processing all legal notices for all properties managed by the management company. Including but not limited to, N1s, N4s, building notices and resident letters and prepare L1, and collections files etc.
• Rent Receipts
• Bank runs, copy cheques and send to accounting to process.
• Process small balance letters or email tenants in arrears and ensuring they are correctly updated within the company softwares and spreadsheets.
• Move ins - processing and uploading move in documents, adding lease charges, insurance information, parking information, approval or denial of email correspondence, advising accounting of LMR/Parking charges, updating all spreadsheets and control sheets pertaining to the tenants move in process.
• Move outs process in Yardi, update all spreadsheets pertaining to tenants move out, make sure PAD is off and advise accounting for them to apply LMR and interest on ledger.
• Assist in day-to-day operations of the property management company. Including but not limited to, answering resident questions via email or phone calls, updating resident files and ensuring they are up to date.
• Work with the property managers and leasing agents to ensure that all information for rentals is accurate and up to date.
• Work with the marketing team to ensure that all rental advertisements are accurate, up to date and posted as soon as possible.
• Upload and edit content (property and neighbourhood descriptions, amenities, photos, 3D tours, slide shows, custom code, etc.) for approximately 170 properties
• Insert Google Analytics and other tracking codes
• Test and implement new features such as interactive site maps, ILS syndication, etc.
• Trouble shoot Resident Portal issues including online payments, maintenance requests, password resets, etc.
• Test and implement new features for the Resident Portal such as resident events, resident communications (email, SMS, etc.), amenity rentals, and the French version
• Trouble shoot Online Leasing issues with the property teams
• Update floor plan images as well as unit mapping for website (Yardi/RentCafe)
• Write: Google business profile posts (and social content), blog content as well as how to documents for RENTCafe and other technology tools implemented
• Create and update marketing collateral material using InDesign and Adobe Creative Services
• Organize and manage monthly property orders of new resident Welcome Packages
• Monitor resident satisfaction survey platform and pulling reports
• Coordinate involvement in rental association events and promotions
• Work with marketing to ensure the Pier 4 Residential website is up to date and reflects the standards of Pier 4.
• Set up and remove lease charges ex: parking etc. when required.
• Log maintenance into Yardi and respond to residents concerns and work with PMs on follow ups.
• Schedule maintenance- update Yardi maintenance when needed.
• Manage resident relationships and escalate concerns where needed.
• Credit checks.
• Support with negotiating and coordinating services/contracts with the operation of the property and ensuring each vendors insurance and WSIB certificates are up to date and accurate.
• Assist the Manager, Property Administration in creating and maintaining proper Health and Safety protocols.
• Identify opportunities to leverage technology and create operational efficiencies.
• Must be organized, efficient, can prioritize, have excellent follow-up and outstanding interpersonal and communication skills.
• Responsible for inventory of product/supplies in the warehouse

Education, Qualification and Experience

• Minimum of 2 years residential property administration experience.
• High attention to detail and accuracy is critical.
• Exceptionally organized and detail oriented with a strong ability to prioritize and multi-task.
• Strong interpersonal and oral communication skills.
• Able to work both independently and comfortably as part of a team.
• Aptitude for working in a deadline-oriented environment.
• Commitment to discretion and confidentiality.
• Experience using Yardi software.
• Knowledge of the Landlord Tenant Act.
• Degree/diploma and/or an equivalent combination of education and/or experience.
• Strong computer skills including Microsoft Office (Excel, Word, Outlook).