PROPERTY ADMINISTRATOR

Halifax, NS, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Oct 14, 2026
Experience: 2+ years experience working in a administrative capacity, preferable property administration
Posting language: English
Posted: Aug 4, 2026

Original job description

Based in Halifax, Nova Scotia, Rank Group is a full-service real estate firm, providing services such as property development, construction, property management, property maintenance, space design and planning. We thrive on building mutually open and honest relationships with our clients in all our projects, which is evidenced by our many long-standing relationships.

With over 4 decades of experience and success, Rank Group has developed, owns and manages more than 5 million square feet of space, with over 500 clients spread over commercial, industrial, retail and multi-residential properties across Atlantic Canada.

Rank group is currently looking to add a Property Administrator to the team. Acting as the first point of contact for tenants, the Property Administrator is responsible for coordinating the daily activities related to the management of a portfolio of properties to ensure superior customer service and accountability with company policies and government regulations.

Why Join Us?

Competitive salary
Health/dental benefits
Reduced summer hours (with full pay)! Office closes at 2pm every Friday all summer
GRRSP matching program
Pizza Fridays every month
Free parking
Opportunity to be part of a growing company, doing exciting things in the city of Halifax!

Responsibilities

Provide a positive first impression as the front line response to tenant requests;
Manage customer service requests through electronic work order system;
Manage the master key system and keep index current;
Maintain and keep current Insurance certification for contractors along with contact information;
Prepare purchase orders for all goods and services procured and arrange for appropriate approval for payment;
Prepare communication to tenants;
Prepare service contracts as directed by the Property Manager;
Update and maintain equipment, repairs, history and inventory information in electronic work order system;
In conjunction with the Operations Team, ensure tenant requests are completed as requested, in a timely manner;
Working in collaboration with internal staff, tenants and external service providers to ensure building standards are adhered to and service performance is at an optimum;
In conjunction with the Property Manager, assist in the preparation of annual budgets and monthly reports;
Scheduling life safety and other annual inspections through coordination with in- house or third party contractors;
Assist the Property Manager with tendering and awarding of service contracts;
Work with Accounting team to ensure efficient processing of contractor invoices and PO’s;
Working closely with Operations Team to maintain current PM records and inventory database within electronic work order system
Provide reception relief as required;

Qualifications

Education and Experience:

Previous experience in property administration is preferred; equivalent experience/skills may be considered.
2+ years experience working in a administrative capacity, preferable property administration
Post secondary degree or diploma in a relevant field (e.g., Business Admin, Admin, etc.). Equivalent work experience may be considered.

Specific Skills and Knowledge

Excellent tenant relation/customer service skills; proven ability to develop rapport and build relationships with others;
Experience writing contracts or memos is an asset; strong attention to detail required.
Able to effectively multi task and address important time sensitive matters – strong sense of urgency;
Ability to problem solve;
Exceptional organizational and prioritization skills;
Working understanding of building systems is a strong asset;
Strong written and oral communication skill;
Team player; positive and reliable.

To Apply: Please send resume to jobs@rankgroup.ca with subject line: Property Administrator.

We thank all applicants for their interest, but only those selected for an interview will be contacted.

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More about this job

Responsibilities

Serve as the first point of contact for tenants, manage service requests and property records, and coordinate contractors, inspections, purchase orders, and service contracts. Support the Property Manager with budgets, reports, contract tendering, and invoice processing while helping ensure timely service and compliance with building standards.

Requirements

The role prefers previous property administration experience and asks for at least two years of administrative experience; equivalent experience or skills may be considered. A relevant post-secondary degree or diploma is preferred, along with strong customer service, communication, organization, prioritization, and problem-solving skills; knowledge of building systems is an asset.

Skills

Tenant Relations
Customer Service
Property Administration
Work Order Management
Purchase Order Preparation
Contract Preparation
Budget Preparation
Report Preparation
Scheduling Inspections
Vendor Coordination
Invoice Processing
Recordkeeping
Organization
Prioritization
Problem Solving
Written and Oral Communication

Benefits

Health and Dental Benefits
Reduced Summer Hours With Full Pay
Group Registered Retirement Savings Plan Matching
Monthly Pizza Fridays
Free Parking

Visa sponsorship

Not detected in the job text

Keywords

Property Administration
Property Management
Real Estate
Tenant Relations
Customer Service
Electronic Work Order System
Master Key System
Purchase Orders
Service Contracts
Equipment Inventory
Building Standards
Annual Budgets
Monthly Reports
Life Safety Inspections
Contract Tendering
Contractor Invoices
Preventive Maintenance Records
Building Systems
Vendor Coordination

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