Property Administrator

Role: Property Administrator

Reports to: Property Manager

At Medallion we strive for success and we recognize it takes a great team to do that. We look for talented and experienced people in all aspects of Property Management, Customer Service, Development, and Construction, people who are committed to delivering the very best in the role that they play to make Medallion a forward thinking, thriving firm.

About the Position

The Property Administrator provides administrative and operational support to the Property Manager and on-site teams. This role ensures the efficient day to day administration of property operations, including resident relations, financial coordination, and compliance with Ontario regulations.

Key Responsibilities:

Administrative & Operational Support

• Assist Property Managers with daily operations of portfolio
• Maintain accurate property, resident and lease records
• Prepare correspondence, notices and reports (e.g. rent increases, N-forms where applicable)
• Coordinate service requests and track completion with maintenance staff and vendors
• Manage office filing systems

Resident Services

• Respond to resident inquiries via phone, email, and in-person
• Assist with resident onboarding, move-ins, and move-outs
• Support preparation and delivery of lease agreements and renewals
• Handle service requests and escalate issues as needed
• Maintain positive resident relationships and customer service standards

Financial Administration

• Assist with rent collection tracking and arrears reporting
• Prepare monthly financial reports and expense summaries
• Obtain quotes and issue purchase orders

Compliance & Regulatory Support

• Ensure compliance with Ontario regulations including Residential Tenancies Act (RTA), Health & Safety standards, Privacy legislation

Vendor Coordination

• Liaise with contractors and service providers
• Coordinate scheduling of maintenance and inspections
• Maintain vendor records, contracts and insurance documentation

Qualifications:

• Diploma or degree in Business Administration, Property Management, or related field
• 1-3 years of experience in property management or administrative support
• Experience with Yardi is an asset
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Customer-service oriented with strong interpersonal skills
• High attention to detail and accuracy
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to work independently and in a team environment