Property Administrator

Drake Property Management is seeking a service-focused, organized, and results-driven Property Administrator to join our growing team. This is an in-office position focused on providing high-quality resident administration, property support, and operational coordination for Drake’s residential communities.

The Property Administrator plays an important role in supporting the day-to-day administration and successful operation of Drake’s residential properties. The ideal candidate is highly organized, detail-oriented, professional, and able to manage competing priorities while providing excellent service to residents and supporting property management, maintenance, accounting, and operations teams. This position is primarily based in the office and requires a consistent in-office presence during regular business hours. Occasional travel to properties may be required based on business needs. Our portfolio includes a mix of professionally managed residential rental communities, including mid-rise and high-rise apartment buildings and multi-building communities across urban and suburban markets.

Role Overview

The Property Administrator is responsible for supporting resident experience, and the day-to-day administration of assigned communities. The role serves as a key on-site point of contact for residents, combining resident service, administrative processes, move-in and move-out coordination, and operational support. Success requires strong organization, sound judgment, consistent follow-through, and the ability to shift effectively between sales and property administration priorities.

Core Responsibilities

Resident Administration & Customer Service

• Serve as a primary point of contact for residents and respond to inquiries, concerns, and requests in a timely and professional manner.
• Maintain positive and professional relationships with residents while ensuring consistent application of company policies and procedures.
• Process resident correspondence, requests, forms, notices, and documentation accurately and within required timelines.
• Assist with resident onboarding, move-ins, move-outs, key administration, and related documentation.
• Maintain accurate and up-to-date resident records in Yardi and other company systems.

Property Administration

• Provide day-to-day administrative support to the Property Manager and on-site property management team.
• Maintain organized property files, resident files, correspondence, and other documentation.
• Prepare letters, notices, reports, spreadsheets, forms, and other property-related communications.
• Monitor administrative deadlines and ensure required follow-up is completed.
• Assist with maintaining accurate building information, unit information, resident information, and property records.

Rent & Financial Administration

• Assist with rent collection administration and follow-up on outstanding resident balances.
• Review and monitor aged receivables and escalate outstanding accounts to the Property Manager as required.
• Assist with rent roll reviews and identify discrepancies or items requiring follow-up.
• Process and track purchase orders, invoices, site expenses, and vendor documentation.
• Assist with maintaining accurate financial and administrative records for assigned properties.

Property Compliance & Documentation

• Assist with the administration of leases, building rules, regulations, and resident notices.
• Ensure documentation is maintained in accordance with company procedures and applicable legislation.
• Assist with Landlord and Tenant Board documentation, notices, applications, and hearing preparation as directed by management.
• Maintain confidential resident and property information and ensure privacy requirements are followed.
• Support compliance with health and safety, WHMIS, accessibility, privacy, human rights, and residential tenancy requirements.

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.

Reporting & Administrative Follow-Up

• Prepare and maintain property reports, tracking spreadsheets, and administrative records.
• Assist with monitoring vacancies, move-outs, receivables, resident matters, and outstanding action items.
• Provide regular updates to the Property Manager on outstanding resident, maintenance, financial, and administrative matters.
• Ensure assigned tasks and follow-ups are completed accurately and within established deadlines.
• Identify administrative issues or discrepancies and bring them to the attention of management.

Team & Office Support

• Maintain a professional and organized in-office presence during scheduled working hours.
• Work closely with Property Managers, maintenance staff, accounting, operations, and other internal departments.
• Assist with administrative processes and workflow improvements to increase efficiency and accuracy.
• Support the training and onboarding of team members on administrative and property management procedures when required.
• Perform other property administration and operational duties as assigned by management.

Requirements

• Minimum 2+ years of experience in residential property management, leasing, sales, customer service, or property administration.
• Strong customer service and relationship management skills with a professional, resident-focused approach.
• Completion of High School or a general education degree (GED).
• Mobile phone required.
• Working knowledge of leasing procedures, the Residential Tenancies Act, Ontario Standard Lease requirements, and resident notice processes.
• Strong computer skills, including Microsoft Office, with experience using Yardi or similar property management or CRM platforms considered a strong asset.
• Experience in the multi-residential industry, building operations, property maintenance, Fire Life Safety, building inspections, or WHMIS certification is considered an asset.
• High degree of integrity, discretion, and confidentiality, with the ability to work independently and exercise sound judgment.
• Strong organizational, time management, and problem-solving skills, with the ability to prioritize competing responsibilities and remain calm in high-pressure situations.
• Motivated, adaptable, results-driven, and eager to grow within the organization.

Compensation

Drake Property Management offers a competitive salary commensurate with the successful candidate’s experience and qualifications. The Property Administrator will be eligible for vacation entitlement and statutory holiday benefits in accordance with company policy and applicable legislation, as well as opportunities for professional development, training, and career growth within the organization.

About Drake Property Management

Drake Property Management manages a growing residential portfolio supported by centralized administration, structured workflows, and modern property management systems. Our property management teams operate within a coordinated model designed to ensure accurate and efficient administration, consistent resident service, and effective day-to-day support across our communities.

Drake Property Management is an equal opportunity employer committed to fostering an inclusive and accessible workplace. We welcome applications from all qualified individuals and will provide reasonable accommodations throughout the recruitment and selection process in accordance with applicable accessibility legislation. If you require accommodation, please advise us at any stage of the process.