Job Description

About the Position:

The Administrative Coordinator is responsible for all administrative and transactional functions supporting the operation of a 1,140-unit residential rental building. This role is the operational backbone of the building's back office - managing legal documentation, arrears, tenant files, lease administration, and compliance records. In addition to back-office responsibilities, the Administrative Coordinator provides scheduled front desk coverage, supporting the Resident Services team in delivering a consistent and professional concierge experience to residents. The Coordinator works within Yardi to ensure all tasks are executed accurately and on time, and liaises closely with the Resident Services and Finance teams.

Key Responsibilities:

Front Desk & Concierge Coverage (Supporting Role)

• Provide scheduled front desk coverage during assigned shifts, acting as a professional and welcoming point of contact for residents, guests, and visitors
• Handle resident inquiries, package management, and visitor access during coverage periods
• Support the Resident Services team during high-traffic periods including move-in days, events, and peak leasing activity
• Vendor access coordination support for in suite maintenance
• Ensure the front desk and lobby area are organized and presentable during coverage shifts
• Log and relay service requests and tenant concerns to the appropriate team member promptly

Lease & Legal Administration

• Prepare, process, and store all lease documentation, including new leases, renewals, addenda, and amendments
• Update leasing KPIs for reporting
• Assist with maintaining listing across ILS platforms
• Support the leasing and marketing teams as needed including preparation of market data, rents, concessions and competitor activity.
• Support showings and sales activities as needed
• Monitor rent rolls for accuracy
• Issue all required legal notices to tenants (N4, N5, N8, etc.) in accordance with RTA timelines
• Administer LTB filings and support hearing preparation in collaboration with the Senior PM
• Process transfers, assignments, and subletting requests in accordance with RTA requirements
• Manage building registration (Rent Safe TO) and ensure all compliance submissions are filed on time

Financial Administration

• Manage rent collection intake and escalate arrears in accordance with building policy
• Track and report on arrears; initiate legal notice process at defined thresholds
• Process tenant chargeback administration and maintain accurate records in Yardi
• Create purchase orders for maintenance and operational expenditures
• Manage tenant insurance tracking and ensure certificates are current

Tenant File & Records Management

• Maintain complete and current tenant files in Yardi, including lease, ID, insurance, and correspondence records
• Manage rentable items (parking, lockers) - assignments, waitlists, and revenue reconciliation
• Track and log all incident reports and maintain documentation for insurance purposes
• Manage reputation monitoring - review platforms (Google, RentBoard) and escalate issues to the Resident Experience Manager.
• Confirm utility set-up for incoming tenants and maintain records of utility assignments
• Leverage all available features within building technology platforms, including the Station House app, to manage administrative workflows, tenant records, and compliance tracking; proactively learn new capabilities as the platform evolves to identify efficiencies in day-to-day operations

Job Requirements:

Qualifications:

• Minimum 2–3 years of experience in property management administration or a related administrative role
• Working knowledge of Ontario's Residential Tenancies Act, including legal notice requirements and LTB procedures
• Proficiency in Yardi or equivalent property management software required
• Strong attention to detail and ability to manage high transaction volumes accurately
• Excellent organizational and time management skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Working Conditions:

Shift-based scheduling to align with front desk coverage requirements. Primarily weekday hours with occasional flexibility required during peak periods (lease-up, month & fiscal year-end). On-site at the building.

Hazelview Property Services Inc. is an inclusive and equal opportunity employer. If you require an accommodation to participate in any aspect of the recruitment process or to perform essential job functions, please let us know. We will work with you to accommodate your needs and in accordance with all applicable legislation. Information related to accommodation requirements will be addressed confidentially.

Our vision for sustainability is to foster happy, healthy, thriving communities where we operate. We recognize that it is the responsibility of Hazelview to create an inclusive environment that respects the dignity and diversity of all team members. To learn more, please visit the following link: https://www.hazelviewproperties.com/about/sustainability

Compensation:

The expected annualized base salary range for this position is $55,000 - $65,000 The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, and relevant education or training.

Base salary is only one component of Hazelview’s competitive total rewards package. Other offerings also include annual bonuses, recognition rewards program, comprehensive health and dental benefits, continuous development opportunities, and a variety of paid time off plans (e.g. vacation, wellness, volunteering, summer flex days).

About the Company:

We create value for people and places

At Hazelview Properties, we take great pride in creating rental communities that people are proud to call home. For over 25 years, residents in >200 buildings across Canada have trusted us to deliver thoughtfully designed, well-maintained, and welcoming places to live—places that go beyond housing to offer real value and a true sense of belonging.

Our portfolio includes both purpose-built rental communities and revitalized vintage buildings, each designed to meet the needs of today’s renters with modern amenities, sustainable features, and prime locations. Backed by responsive, responsible property management, we deliver an experience rooted in care, quality, and community.

We’re more than just property managers—we’re community builders. From resident-focused programming to initiatives that support well-being and resilience, our commitment is to create spaces that feel like home and inspire pride in place.

Our Core Values:

• Trust
• Ambition
• Collaboration
• Ownership Mindset
• Having Fun