Office Administrator

Your roles and responsibilities will include:

• Answering incoming phone calls and emails and involving other staff as needed to assist in problem solving
• Reading and flagging all company emails for the appropriate individuals/departments
• Day to day communication with existing tenants
• Responding to property inquiries, scheduling showings, and coordinating with the leasing department in regards to potential tenant applications
• Following up with prospective tenants after showings, addressing questions and collecting feedback promptly
• Assessing prospective tenant needs and suggesting suitable properties that matches what they are seeking
• Maintaining client and tenant files and company databases
• Maintaining listings of available properties with accurate information
• Setting up new contracts by adding clients, properties and information into property management software, organizing property keys and lawn signs from for rent to leased
• Welcoming new clients to the company by sending the executed contract and an introduction to the team
• Coordinating various types of property visits with owners, realtors, appraisers, etc
• Participating in company evening and weekend coverage rotation
• Showing available properties to interested potential tenants (as needed)
• Ordering office supplies as needed

Potential for growth into the following responsibilities:

• Processing sublet applications and agreements between current tenants and sublets
• Responding to parking inquiries and preparing parking agreements. Maintaining records of available parking spaces
• Communicating with tenants and owners regarding lease renewals, preparing lease renewal documents for signing

Frontenac Property Management offers a competitive compensation package, including a comprehensive benefits plan, Retirement Savings Plan. Laptop and phone for business use provided.

Job Type: This is a full time position 8:30 am to 5:00 pm Monday to Friday. Additional hours may be required during evenings and/or weekends as needed during high volume turnover periods.

The right candidate will have the following qualifications and experience:

• Excellent communication skills in English (telephone, email and in person)
• Professional phone, email and face to face demeanor
• Experience using various computer applications, ie, Google Workspace, Buildium, iPhone
• College Diploma in Office Administration, Business Administration or equivalent work experience
• Minimum 1 year experience in an administrative and/or communications role
• Customer service experience in an administrative or office environment is an advantage
• Hold a valid “G” License (a successful candidate will be required to provide a 3-year uncertified driver’s record at their expense)

The successful candidate will be required to provide a Criminal Record check (to include Vulnerable Sector check) at their expense as a condition of employment.

Those interested should apply by emailing a cover letter and resume which explains how they meet the qualifications and experience outlined to careers@frontenacproperty.com

We wish to thank all who express an interest in this position and advise that only those who are selected for an interview will be contacted.