Tenant Property Administrator

About the Role

Kingsley Management Inc. is looking for a highly organized Tenant Property Administrator to assist with the daily administrative functions associated with a growing portfolio of residential and commercial properties. This position works closely with the Property Management team and acts as a primary contact for tenants, delivering administrative, financial, and operational support to ensure efficient property management.

The ideal candidate excels in communication, organization, and proactive service delivery, thriving in a role that involves multitasking, relationship-building, and supporting both tenants and team members.

Key Responsibilities

• Act as the main administrative contact for tenant inquiries via phone, email, and in-person, responding professionally and efficiently.
• Handle tenant requests by providing accurate information, resolving concerns when possible, or escalating issues to the Property Manager.
• Prepare and distribute tenant-related communications including correspondence, notices, newsletters, and welcome packages.
• Support daily property management administration, maintain accurate tenant, lease, and vendor information using Yardi and other systems.
• Prepare rental advisories for new leases, renewals, and rent changes; verify monthly rent rolls to confirm billing accuracy.
• Generate tenant charge-back invoices and maintain up-to-date tenant and vendor contact records.
• Coordinate utility account transitions and final meter readings, along with related documentation.
• Assist with invoice coding and accounts payable processes.
• Help compile monthly property management and operational reports, assist in budgeting and maintain financial documentation.
• Solicit quotes for contracted services like landscaping and snow removal; ensure tenant, contractor and vendor insurance certificates are current.
• Support vendor agreement administration and document maintenance.
• Organize both electronic and physical filing systems; perform general office duties such as scanning, filing, copying, and preparing documents.
• Manage ordering and stock of office, kitchen, and cleaning supplies; maintain shared office spaces including lunchroom and coffee areas.

Candidate Requirements

• 2 to 4 years’ experience in property administration, office administration, or similar administrative functions.
• Previous property management or related industry experience is a significant advantage.
• Strong interpersonal and customer service skills for positive tenant, vendor, and team interactions.
• Excellent verbal and written communication skills.
• Well-developed organizational abilities capable of managing multiple tasks and deadlines simultaneously.
• Meticulous attention to detail in data entry, documentation, and reporting accuracy.
• Effective problem-solving skills with the ability to work independently using sound judgment.
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience with Yardi or similar property management software is preferred.
• Adaptable and open to learning new systems and adjusting priorities as needed.
• Professional, reliable, and dedicated to providing superior service.

Benefits

• Comprehensive dental coverage
• Extended health insurance benefits
• Vision care
• Robust Employee and Family Assistance Program (EFAP)
• Access to virtual urgent care services

Accommodations

Kingsley Management Inc. is committed to an accessible recruitment process and encourages applicants needing accommodations during hiring to notify the company in advance for support.

Use of AI in Hiring

Our recruitment process includes the use of AI technology to assist with resume screening, ensuring an efficient, fair, and consistent evaluation of candidates. By applying, applicants consent to the use of AI in the hiring workflow.