Leasing & Tenant Services Administrator | Contract | On-Site | Ottawa
Details
Contract: 6 Months (potential to extend or convert permanently)
Schedule: Full-Time, On-Site (Monday-Friday, 8:30am-4:30pm)
Location: Ottawa
Rate: $23-28 per hour
The Opportunity
We are seeking a customer-focused and highly organized Leasing & Tenant Services Administrator to support a busy residential property management office in Ottawa. This role will serve as the first point of contact for residents and visitors, assisting with tenant inquiries, service requests, leasing administration, and general office support. The successful candidate will thrive in a fast-paced environment, enjoy interacting with people, and have the ability to manage multiple priorities while maintaining a professional and welcoming presence. This opportunity is ideal for an individual with strong administrative and customer service experience who enjoys supporting both property management operations and resident services.
Key Responsibilities
- Serve as the first point of contact for residents, visitors, and prospective tenants visiting the management office
- Answer incoming phone calls, monitor voicemails, and respond to tenant emails and inquiries in a professional and timely manner
- Receive, document, and triage maintenance requests, lease inquiries, rent-related questions, complaints, and service concerns
- Coordinate service requests with property management, maintenance, and leasing teams while providing ongoing updates to residents
- Follow up with residents to acknowledge concerns and confirm service request resolutions
- Assist residents with Rent Café and other tenant portal inquiries
- Process rental applications, tenant documentation, correspondence, and leasing administration activities
- Support move-in and move-out coordination, including key handoffs, welcome packages, and record updates
- Maintain organized digital and physical tenant files, records, and documentation
- Monitor and manage shared inboxes, ensuring requests are actioned, prioritized, or escalated appropriately
- Assist with scheduling, notices, resident communications, and administrative support activities
- Handle sensitive resident concerns with professionalism, empathy, and strong de-escalation skills
- Maintain a professional, welcoming, and customer-focused reception area
- Support the Property Management team with various administrative projects and ad hoc tasks as required
- Contribute to reducing administrative backlogs and improving overall resident service delivery
What You Bring
- 3-4 years of experience in administration, customer service, reception, leasing support, tenant services, or residential property management
- Previous experience working in a community-facing or customer-focused environment with high volumes of inquiries and walk-in traffic
- Strong communication skills with the ability to remain professional, patient, and solution-oriented when handling resident concerns
- Proven ability to de-escalate situations and deliver exceptional customer service
- Experience coordinating service requests, documenting issues, and following up on resolution status
- Strong organizational, multitasking, and prioritization abilities with exceptional attention to detail
- Experience with Rent Café, Yardi, AppFolio, BuildingLink, or similar property management software is considered an asset
- Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel
- Ability to work independently while contributing positively to a collaborative team environment
- Experience within residential property management, leasing, tenant services, or housing environments is preferred
- Knowledge of Ontario residential tenancy legislation and affordable housing environments is considered an asset
- Bilingual English and French communication skills are considered a strong asset
What You Need to Do Now
If you meet the requirements and are interested in this opportunity, please apply directly.
Thank you for your interest. Only candidates selected for an interview will be contacted.
This posting represents an existing vacancy within the organization.
AI tools may be used as part of the screening process.
