Residential Tenancy Administrator

The Residential Tenancy Administrator is responsible for supporting the daily operations of the Residential Property Management team with a focus on leasing administration, tenant relations, legal compliance, and rent collection. This role ensures the efficient processing of tenancy documentation, tenant communications, Landlord and Tenant Board (LTB) forms, and supports accurate record-keeping in compliance with internal procedures and applicable legislation. Key responsibilities include but are not limited to:

Leasing & Tenancy Administration

• Coordinate and conduct applicant screenings including scheduling viewings, credit checks, and employment verifications.
• Prepare, issue, and review lease agreements and renewals, ensuring accuratedocumentation and entry into Yardi.
• Maintain digital and physical tenancy files in accordance with organizational standards.
• Support lease negotiations and ensure all leasing procedures are followed.

Tenant Relations & Support

• Respond promptly and professionally to tenant inquiries and maintenance requests to ensure tenant satisfaction.
• Coordinate tenant move-in and move-out procedures, including fob setup, collection of initial payments, and documentation.
• Implement CRM practices to maintain strong tenant relationships and consistent communication.

Accounts Receivable & Collections

• Generate and review AIR reports to monitor outstanding tenant balances.
• Follow up on arrears, issue payment reminders, and communicate with tenants to facilitate timely collections.
• Minimize accounts receivable through proactive engagement and documentation.

Landlord and Tenant Board (LTB) Administration

• Prepare and issue LTB notices and forms such as N1 (rent increase), N4/NS/N8 (eviction notices), N9 (voluntary termination}, and L 1/ L2 for hearing preparation.
• Assist in organizing documents and scheduling related to LTB hearings

Administrative & Operational Support

• Liaise with the Property Manager, Accounting, and Maintenance teams to ensure smooth portfolio operations.
• Process supplier invoices and assist with budgeting and recoveries.
• Maintain organized records, track key metrics, and support team procedures as needed.
• Provide vacation coverage and support to other administrative staff within the department.
• Other duties as assigned.