Full-Time Permanent | Hamilton, Ontario
At Drake Property Management, we believe our employees and residents are at the heart of what makes our residential communities great places to live. We are looking for an experienced, detail-oriented, and customer-focused Site Administrator to provide dedicated, on-site administrative support for one of our residential communities.
Position Overview
Reporting to the Assistant Property Manager, the Property Administrator provides day-to-day administrative support for a single residential building, working on-site as part of the property team. The role is responsible for leasing administration, rent and payment processing, resident relations, and general office administration specific to the building, ensuring residents receive consistent, high-quality service and that the building's administrative operations run smoothly.
The successful candidate will be organized, hands-on, and comfortable working independently on-site, with a strong working knowledge of leasing, rent collection, and resident administration processes.
Responsibilities:
Leasing Administration
- Coordinate the leasing process for the building, including applications, employment and landlord reference checks, credit checks, and approvals.
- Set up approved leases and resident information in Yardi and prepare lease packages.
- Process move-ins and move-outs, and apply the last month's rent (LMR) as required.
- Arrange new tenant hydro account set-up.
- Conduct suite tours and maintain up-to-date knowledge of unit availability, features, and conditions within the building.
Rent & Payment Administration
- Collect, sort, process, and enter rental payments in Yardi.
- Set up and maintain pre-authorized payment (PAP) plans for residents.
- Post NSF payments and prepare weekly collection letters.
- Run monthly rent billings, verify accuracy, and post billing; update market rents and additional charges (parking, lockers, etc.) as required.
- Prepare bank deposits and ensure accurate filing of receipts.
- Prepare annual tenant tax receipts.
Legal Administration
- Issue N4 notices (termination for non-payment of rent) and other required legal notices (N5, N6, N7, N1).
- Ensure legal notices are filed with the Paralegal team in a timely manner (L1, L2).
- Monitor tenant adherence to LTB payment plans and support enforcement of LTB orders as required.
- Prepare collection files for past tenants.
Resident Relations & Customer Service
- Professionally and courteously handle all resident inquiries, feedback, complaints, and concerns for the building.
- Maintain strong resident relations through regular contact and proactive attention to resident needs.
- Escalate concerns to the Assistant Property Manager as required.
- Foster a strong customer service culture on-site.
General Administration & Reporting
- Prepare and maintain monthly management reports for the building in cooperation with the Assistant Property Manager and Property Accountant.
- Maintain accurate and up-to-date electronic filing of all building-related documents.
- Prepare paperwork to support due diligence in the event of a potential property sale.
Resident Portal & Technology Support
- Promote and support resident use of the Rent Café Resident Portal.
- Input tenant insurance information and issue resident security codes/login access.
- Respond to maintenance and communication tickets submitted through the portal.
- Provide basic technical support to residents and on-site staff using the portal.
Experience & Qualifications
- Minimum high school diploma (Grade 12/13); post-secondary education in Property Management or a related field is an asset.
- Minimum 2 years of experience in leasing and/or property administration.
- Experience using property management software such as Yardi is an asset.
- Strong computer proficiency, including Microsoft Office (Outlook, Word, and Excel).
- Strong verbal and written communication skills, with the ability to communicate effectively with residents and team members.
- Excellent customer service and conflict resolution skills.
- Highly organized with strong attention to detail and the ability to manage multiple priorities.
- Self-motivated, resourceful, and comfortable working independently on-site.
- Sound judgment and decision-making capabilities.
- Knowledge of the Residential Tenancies Act and Landlord and Tenant Board processes is an asset.
- Professional, team-oriented, and adaptable, with the flexibility to meet operational demands.
- Ability to work flexible hours as required.
How We Work
At Drake Property Management, we foster a culture of accountability, collaboration, and continuous improvement. This full-time, permanent role is based on-site in Hamilton and typically operates Monday to Friday, 8:00 am–5:00 pm, with occasional flexibility required to support the building's residents and operations.
We offer a competitive salary and benefits, commensurate with experience and qualifications.
