Administrative Assistant

The Admin Assistant supports the Property Management team administratively in the following ways:

Administrative Tasks

· Maintains reception@greenleafpm.ca email address

· The administrator sets up all new Properties & Owners in Yardi Breeze.

· The administrator sends all Amendments, Renewals & Leases out of Xodo Sign

· The administrator enters all Amendments, Renewals & Leases in Yardi Breeze

· Invoice Processing

o Closing out Maintenance Requests in Yardi Breeze, forwarding invoices to the Property Managers

· Obtaining WCB, Insurance & Banking Information for vendors, entering the vendor information into Yardi Breeze, following up with vendors who have expiring documentation.

· Managing & Maintaining Condo Documents in Yardi Breeze, and the Shared Drive.

· Reviewing Open MRs, and sending a list of open MRs to Vendors, copying the Property Managers.

· Tenant Approval Job Tasks

o Upon approval of a rental application – the administrator initiates the lease documents, including all necessary condo documents for completion, and sends an approval email to the applicant and the Leasing Agent

· Onboarding New Tenants

o The administrator sends a Welcome Email to tenants, Notice of Landlord if required.

· Assisting in general office duties like inventory management and light clean up.

· Handling walk-in office traffic where applicable.

· Other administrative tasks as required

Business Development Tasks

· Responding to leads as they come in through the website, qualifying them and escalating interested leads to the Broker.

· Initiating Management Agreements out of Xodo sign on the direction of the Broker.

· Reaching out to Realtors of expired listings to let them know of our Referral Program should their client be interested in Property Management.

· Reaching out to landlord listings on various platforms to try to generate additional leads, and escalating interested leads to the Broker.

· Managing a CRM list and maintaining a database as needed

· Assisting the Broker in the preparation of a Monthly Market Report as needed.

The ideal candidate will have experience with electronic lease documents, and strong computer skills including Outlook, Excel and typing. The ability to work well with minimal supervision and utilize systems and processes to maintain consistency in the job are valued.

Exposure to Property Management or the Real Estate industries are a plus, though not required.

This position comes with heated underground parking, and benefits following the probationary period.

A positive attitude and consistency in attendance are a must.

Job Types: Full-time, Permanent

Pay: $22.00-$25.00 per hour

Benefits:

• Casual dress
• Dental care
• Extended health care
• On-site parking
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Expected start date: 2025-07-15