Residential Property Administrator

Your New Company

Hays is proud to be partnering with a leading Residential real estate manager focused on multifamily rentals across the GTA.

Your New Role The Residential Property Administrator provides exceptional customer service to residents, clients and internal business partners while ensuring accurate and efficient administration of rent collection, lease administration, and legal documentation. This role operates in a high-volume, deadline-driven environment and collaborates closely with operations, accounting, leasing and marketing teams.

You will be based out of Toronto, ON. There is potential for this role to be Hybrid.

Duties and Responsibilities

Customer Service Relations

• Deliver outstanding customer service to residents, clients and internal stakeholders. Addressing all concerns within a 24-48 hour period; ensuring the resident/client is satisfied with the outcome; documenting the resolution.
• Communicate effectively and professionally with residents, clients and colleagues, addressing inquiries and concerns.
• Escalate complaints to the appropriate Manager as needed.
• Manage a high volume of phone calls and emails.

General Administration

• Prepare documents to support due diligence for potential property sales.
• Maintain precise electronic filing of all relevant documents.
• Maintain accuracy and attention to detail while managing competing priorities in a fast‑paced, high‑volume portfolio.

Resident Payment Administration

• Collect and process rental payments, prepare bank deposits, and ensure accurate record-keeping.
• Set up Pre-Authorized Payments (PAP) through Property Vista.
• Prepare and distribute weekly collection letters.
• Provide Accounts Receivable (AR) updates to Property Managers and Site Staff on a weekly basis.
• Conduct proactive phone call/email follow‑ups to tenants in arrears.

Legal Administration:

• Prepare and manage legal notices (e.g., N4, N5, N6, N7, N8) as per the Residential Tenancies Act.
• Coordinate legal filings with the paralegal (e.g., L1, L2 forms) in a timely manner
• Interpret and action LTB orders by monitoring tenant compliance orders and payment plans.
• Enforce LTB orders and manage collections for past tenants
• Assisting the residents to understand their notice of rent increase (Form N1/N2).

Rent Administration

• Run and verify monthly rent billings in Yardi.
• Add and update tenant charges for parking, lockers, legal fees or other items.
• Prepare and distribute annual tax receipts.
• Review tenant ledgers for discrepancies, arrears patterns, and required actions.

Leasing Administration

• Process rental applications, including employment verifications, landlord references, and credit checks.
• Set up and maintain resident lease information in Yardi and prepare lease packages.
• Ensure timely receipt of executed lease documents.
• Coordinate tenant move-in processes, including utility account setups
• Coordinate move-out processes, including processing N9 and/or N11’s

What You'll Need to Succeed

• Minimum 2years of experience in leasing and property administration.
• Experience administering a residential portfolio of at least 800 suites.
• Experience with Yardi Voyager is required.
• Experience with Property Vista and/or Rent Café is preferred.
• Demonstrated experience preparing N4 notices is required.
• Experience managing high-volume portfolios.
• Preferred: Experience coordinating legal filings with a paralegal (e.g., L1 and L2 forms) from start to finish.
• Preferred: Exposure to actioning LTB orders and managing high-volume legal workflows.

What You'll Get in Return In return for this position, the successful candidate will be receive a compensation package ranging between $60,000 - $70,000 + 3 weeks vacation to start + Benefits +More. You will be a valued member of a successful office who is well-established and respected

What You Need To Do Now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.