Residential Operations Administrator

Kaneff Group | Mississauga, Ontario

Job Type: Full-Time, Permanent
Salary: $45,000–$50,000 annually
Reports To: Director of Multi-Family Residential

About Kaneff Group

Kaneff Group is an established Canadian real estate development and property management company with a diverse portfolio of residential, commercial, and recreational properties. With a longstanding commitment to quality, service, and community, we take pride in providing exceptional living environments for our residents.

Position Overview

Kaneff Group is seeking a highly organized, detail-oriented, and customer-focused Residential Operations Administrator to join our Residential Property Management team.

Reporting jointly to the Director of Multi-Family Residential and Residential Operations Supervisor, the successful candidate will provide essential administrative support to the day-to-day operations of our residential portfolio. This role involves assisting with tenant relations, coordinating maintenance activities, processing administrative documentation, supporting rent collection, and maintaining accurate property records.

The ideal candidate is a proactive team player with excellent communication skills, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Residential Operations & Administrative Support

• Provide daily administrative support to the Residential Property Management and Operations teams.
• Coordinate and schedule maintenance staff, contractors, security personnel, and other service providers.
• Prepare and process purchase orders, work orders, and related documentation.
• Track outstanding maintenance requests and follow up to ensure timely completion and accurate billing.
• Coordinate meetings, property inspections, and preventative maintenance schedules.
• Maintain accurate records of property operations, service contracts, inspections, and maintenance activities.
• Assist with the preparation of operational reports, budgets, and other administrative documentation.
• Support Property Managers, Resident Managers, and Maintenance staff with day-to-day operational requirements.

Tenant Relations & Leasing Administration

• Respond professionally to tenant inquiries, requests, and concerns, escalating matters to management when appropriate.
• Assist with tenant move-in and move-out administration, including preparation and processing of required documentation.
• Support Leasing Specialists and Property Administrators with rental applications, credit and reference checks, lease agreements, amendments, and parking arrangements.
• Prepare tenant correspondence, notices, and other administrative documentation.
• Assist with residential marketing and leasing initiatives as required.
• Maintain organized and accurate tenant files and property records.

Rent Administration & Accounts Receivable

• Assist with monthly rent collection, payment processing, and tenant account administration using Yardi.
• Support the Residential Property Accountant with entering and reconciling rental payments.
• Prepare and review accounts receivable reports and follow up with tenants regarding outstanding rental balances.
• Prepare statements of account, payment reminders, and arrears correspondence.
• Assist with preparing and processing statutory notices, including N1, N2, and N4 forms, in accordance with Ontario's Residential Tenancies Act and management direction.
• Maintain accurate financial records and assist with resolving tenant account discrepancies.

Departmental Coordination & Reporting

• Maintain effective communication with Property Managers, Property Administrators, Resident Managers, Leasing Specialists, Accounting, Maintenance, and other internal departments.
• Coordinate meetings and follow up on outstanding administrative and operational matters.
• Assist with preparing reports, correspondence, and documentation requested by management.
• Identify opportunities to improve administrative processes and departmental efficiencies.
• Provide administrative coverage and support to other team members as required.
• Perform other related duties as assigned.

Qualifications & Experience

• Minimum 1–2 years of experience in an administrative or coordination role; residential property management experience is preferred.
• Familiarity with residential property management operations, tenant relations, and maintenance coordination is an asset.
• Knowledge of Ontario's Residential Tenancies Act and Landlord and Tenant Board processes is an asset.
• Experience with Yardi Voyager, Yardi Breeze, or similar property management software is preferred.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Excellent verbal and written communication skills, with a strong customer service orientation.
• Strong organizational and time management skills, with the ability to prioritize competing deadlines.
• High attention to detail and accuracy in data entry, documentation, and recordkeeping.
• Ability to work independently while collaborating effectively with a team.
• Strong problem-solving skills, professionalism, and discretion when handling sensitive information.

What We Offer

• Comprehensive group benefits package.
• Opportunities for professional growth and development.
• A supportive, collaborative work environment.
• The opportunity to build a career with an established Canadian real estate organization.

How to Apply

Interested candidates are invited to submit their resume for consideration.

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

Kaneff Group is an equal opportunity employer committed to fostering an inclusive and accessible workplace. Accommodations are available upon request throughout the recruitment and selection process.