Property Management Administrator

We are seeking an experienced and highly organized Property Manager and/or Administrator to join our growing property management business based in Toronto, Canada. The ideal candidate MUST HAVE experience in property management and excel in managing property management software (Buildium) for internal operations, tenant and vendor communications, and bookkeeping. Additionally, they will have experience with social media platforms, including Instagram, Canva, and Facebook Marketplace Ads, to promote rental listings.

MUST-HAVE EXPERIENCE:

- Property Management Experience (Required): Managing tenants, leases, maintenance, tenant issues, and vendor coordination.
- Buildium Proficiency (Required): Managing leases, tenants, maintenance requests, and financial reports within the platform.
- Tenant & Vendor Communication: Strong customer service skills with excellent written and verbal English.
- Bookkeeping & Accounting: Experience tracking expenses, processing invoices, and generating financial reports.
- Social Media Marketing: Proficiency in Canva for content creation and Facebook Marketplace Ads to promote listings.

Key Responsibilities:

1. Buildium Property Management & Operations (Top Priority):
- Manage all property management tasks within Buildium, including tenant records, lease tracking, maintenance requests, and rent collection.
- Generate property management reports and track financial performance.
- Update listings, tenant profiles, and lease agreements within the system.

2. Tenant Communication:
- Respond promptly to tenant inquiries via Buildium property management software, email, and Facebook Marketplace Messenger.
- Schedule and coordinate property viewings with prospective tenants.
- Address tenant questions about rental policies, maintenance issues, and property availability.

3. Vendor Coordination:
- Communicate with vendors and contractors regarding maintenance requests and service appointments (via Buildium, email and phone).
- Track vendor invoices, payments, and maintenance schedules using Buildium and Google Sheets.
- Ensure service requests are handled efficiently and resolved on time.

4. Bookkeeping and Accounting:
- Perform basic bookkeeping using Buildium and Google Sheets, including recording transactions, reconciling accounts, and tracking property expenses.
- Prepare financial reports for owners and assist with property-related tax documentation.
- Organize and file vendor invoices and receipts.

5. Social Media Management and Advertising:
- Create engaging rental ads using Canva for use on Instagram and Facebook Marketplace.
Post property listings on social platforms and manage inquiries.
Respond promptly to leads generated from social media ads.
Help maintain a consistent social media presence to drive tenant interest.

6. General Administrative Support:
- Maintain organized digital records, including lease agreements, tenant communications, and expense reports.
- Assist in preparing lease agreements, renewals, and notices.
- Support general office tasks, including data entry and scheduling.

Qualifications & Skills

MUST HAVE:
- Property Management Experience: Strong background in managing properties, tenants, and vendors.
- Buildium Proficiency: Experience managing tenants, leases, maintenance requests, and financial reporting in Buildium.
OPTIONAL Bookkeeping Skills: Experience with Google Sheets and basic accounting (income, expenses, reconciliations).
- Social Media Skills: Proficiency in Canva, Instagram, and Facebook Marketplace Ads for rental promotions.
- Tenant Communication: Strong customer service skills with clear and professional written and verbal English.
- Vendor Coordination: Experience managing maintenance requests and vendor relationships.
- Organizational Skills: Ability to manage multiple tasks, meet deadlines, and maintain attention to detail.
- Proactive and Independent: Able to solve problems with minimal supervision.

Preferred but Not Required:
- Experience with property management tools beyond Buildium.
- Knowledge of additional bookkeeping software.
- Graphic design skills for social media posts.

How to Apply:
Applications without a video will NOT be considered.

Please submit:

Your Resume outlining your experience in property management and applicable skills.
A Video Introduction (Required): Share why you’re interested in the role and how your experience aligns with our needs.

Compensation:
Hourly or project-based flat fee (TBD based on experience).
Opportunity for growth within the company.

This is a remote role, but applicants must be comfortable working within the Eastern Standard Time (EST) zone.

Join us and be a vital part of our growing team!