Property Services Administrator

The Administrator works as part of the Property Services team to ensure that the department operates efficiently and effectively by performing administrative and organizational duties, completing specified administrative tasks, being a key contact for intake of all calls for Neighbours building repair and
attention, and supporting the overall management of Property Services.

The Property Services Administrator reports to the Director of Property Services and is responsible for completing specified daily, weekly and monthly tasks and responding to enquiries and requests for work orders made to the Property Services department. This position requires a high degree of problem
solving, strong communication skills and administrative / organizational skills.

POSITION RESPONSIBILITIES

OPERATIONAL RESPONSIBILITIES
Administrative

• Communicate effectively with tenants, staff and contractors using active listening and asking questions to obtain necessary information.
• Provide reliable, accurate and timely information so that the Property Services Coordinators and Managers are kept up to date.
• Prepare daily notice of Property Services workers’ attendance and email to mailing list.
• Prepare daily Emergency Response report of previous evening(s) on-call incidents and circulate via email.
• Create notices and tenant letters as required and arrange posting / distribution.
• Coordinate team meetings and take minutes.
• Take part in a rotation to provide periodic receptionist relief including:
  1. Welcome tenants / visitors, provide known information, and direct inquiries to appropriate individuals.
  2. Answer telephone calls in a courteous manner, screen incoming calls, retrieve messages from voice mail and redirect them as necessary.
  3. Pick up, open, and distribute mail and prepare outgoing mail.
  4. Receive rent payments from tenants and process according to procedures.
  5. Send communications such as general office mailings, fax transmissions, and courier packs.
• Maintain schedules, files and records of maintenance activities including team meetings, annual unit inspections and monthly fire safety inspections.
• Maintain an up-to-date list of qualified contractors and trades including information on insurance and WSIB certificates, conflict of interest and AODA and other compliance declarations.
• Maintain current and accurate inventories of department cleaning / maintenance supplies and Personal Protective Equipment (PPE), receive and process requests / orders from staff and coordinate delivery.
• Update on-call schedule, confirm management approval and post; update on-call binder as needed and oversee weekly (Thursday) hand off from one on-call maintenance worker to the next, including liaising with the staff member coming off on-call and making any changes or updates to the on-call binder before handing off to the next on-call staff member.
• Track and compile statistics and prepare reports (e.g. utilities, pest control, etc.) related to Building Services as may be required.
• Archive department documents (hard copies to files or electronically to department folders in shared drive)
• Document any and report any significant problems, events, changes, etc. of which management should be informed
• Be knowledgeable about and act within relevant legislation including the Occupational Health and Safety Act, the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Residential Tenancies Act (RTA), Mental Health Act, the Child and Family Services Act, Personal Health Information Protection Act (PHIPA), Social Housing Reform Act, and Ontario Fire and Building Codes.
• Keep Director, Property Services informed and up to date on relevant or serious issues.
• Perform other duties as the assigned by the Director, Property Services.

Financial

• Receive all incoming invoices, print, date stamp and distribute to the appropriate Coordinator / Manager.
• Reconcile invoices, process credit card statements and keep track of petty cash funds if required
• When supplies are received, verify that they are in good form, matching shipping document to purchase order and supplier’s invoice, and sign for receipt of goods.

Yardi Work Order/Purchase Order System

• Receive incoming inquiries and work order requests from call-in lines and email and create work orders in Yardi and confirm creation of work order with tenants.
• Assist Coordinators in monitoring Yardi “Work Order Dispatch Board” throughout the day, assigning unassigned work orders, and providing updates on work order status to tenants and staff as needed.
• Communicate with Coordinators and assist in arranging contractors or Coordinator response during daytime emergencies.
• Create Purchase Orders related to day-to-day maintenance and cleaning coverage.
• Monitor scheduled maintenance and provide assistance in scheduling contractors.
• Compile and send reports as needed.

Pest Control

• Schedule pest control treatments for units and common areas as required.
• Arrange the provision of pest control notices and preparation instructions to tenants.
• Prepare pest control reports and stats for Managers and post to database

Keys/Security/Health & Safety

• Monitor electronic access systems and input updates to access as required
• In conjunction with 3rd party locksmith, maintain key systems and supplies.
• Provide keys and fobs for tenants, staff and contractors while ensuring that appropriate management and / or coordinator oversight is maintained; manage keys for all staff onboarding and offboarding
• Ensure charge back forms for any keys / fobs issued are signed by tenants and sent to Finance for processing.
• Monitor fob system and security cameras and arrange for the collection and release of video footage for internal investigations and for authorities in accordance with Neighbours’ Video Surveillance policy.
• Maintain up to date lists of master keys and alarm locations and codes.
• Assist in Joint Health and Safety Committee activities including inspections and reporting as required and coordinate Property Service’s response to any workplace hazards identified by JHSC.

Work with Tenants/Members

• Respond to tenant / member requests, provide assistance and problem solving and liaise with support as required.
• Provide the Member Employment Facilitator with information to assist with the supervision of tenants / members.
• Generate maintenance educational materials including flyers, newsletter articles.
• Notify managers when required to resolve issues (e.g. unit access denied, Housing Support Worker needed, tenant behaviour concerns, health and safety concerns, etc.)

WORKING CONDITIONS

• Work hours are 35 hours per week.
• Work evenings and weekends as required.
• Requirement to travel to and work from other Neighbours locations as required.

ORGANIZATIONAL RESPONSIBILITIES

• Knowledge of relevant legislation including the Occupational Health and Safety Act, the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Residential Tenancies Act (RTA), Mental Health Act, the Child and Family Services Act, Personal Health Information Protection Act (PHIPA), Social Housing Reform Act, and Ontario Fire and Building Codes
• Model the organizational values, policies, and professional ethics and demonstrate commitment to the strategic direction.
• Demonstrate active support for organizational direction and priorities in own actions.
• Proactively engage in program and organizational change activities as directed.
• Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed.
• Identify and remove barriers to service excellence.
• Demonstrate personal commitment to organization culture and wellness.
• Embrace and demonstrate Neighbours values in your actions.
• Participate in a work culture of positive thinking, initiative and creativity.
• Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively.
• Develop and maintain collaborative working relationships with allied community agencies and
• professionals and participate in community committees and internal Neighbours committees as required.
• Ensure that conduct is in accordance with the Standards of Practice when conducting work, and that all applicable legislation is adhered to.
• Comply with the policies of the Neighbours including those pertaining to the confidentiality of client information.
• Represent the agency in a positive manner with tenants, colleagues, contractors, and the community at large.

WORKING CONDITIONS

• Work hours are 35 hours per week.
• Work evenings and weekends as required.
• Requirement to travel to and work from other Neighbours locations as required.

QUALIFICATIONS

• Work Experience/Education/Certifications
  • 2-3 years’ proven administrative and property services experience, preferably in a non-profit environment.
  • College diploma or commensurate experience is required.
• Competencies/Skills/Attributes
  • Basic understanding of the practice of residential property maintenance and building systems.
  • Strong organizational skills, knowledge of accounting processes and procedures, accurate data entry skills and attention to detail, ability to maintain records, schedule priorities and see work through to completion.
  • Proficiency in MS Office, particularly Excel, Word, and Outlook as well as experience with Yardi Voyager or similar property management software.
  • Strong verbal and written communication skills in order to interact effectively with Coordinators, tenant members, other staff and outside service providers
  • Knowledgeable of life safety systems, fire code, building code, Residential Tenancies Act, and Occupational Health & Safety Act
  • Strong interpersonal and customer service skills including a positive attitude and work ethic
  • Regular, reliable attendance during business hours, Monday to Friday
  • Experience working with marginalized individuals living with mental illness and/or addictions
  • A high degree of initiative and the ability to work independently with given direction and instruction
  • Ability to work safely including knowledge of workplace hazardous materials, and their appropriate applications (Material Safety Data Sheets, WHMIS regulations);
  • Initiative and trustworthiness to work diligently and safely, representing Neighbours while working alone and in the presence of tenants; sensitivity to vulnerable tenants in supportive housing.

As a condition of employment, a successful police record check is required.

This position is being posted in response to an existing vacancy at Neighbours Community Homes

Neighours’ may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Neighbours’ objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making.

Please apply with a cover letter and resume in one document at Careers@Neighbours on or by October 22, 2026.

Requirements

Work Experience/Education/Certifications

• 2-3 years’ proven administrative and property services experience, preferably in a non-profit environment.
• College diploma or commensurate experience is required.

Benefits

Hiring rate: $26.31