Property Administrator

Join Us in Creating the Best Places to Live, Shop, Work & Play

As a Property Administrator, you will perform administrative functions and provide exceptional customer service to ensure resident satisfaction and smooth property operations.

We believe in going beyond the necessary to create inspiring environments. To us, a building is so much more than just a collection of walls under a single roof. At Southwest, we believe an innovative, exceptional, thoughtfully designed building can inspire great things to happen inside and around it.

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Here's a Few Reasons Why We Love Where We Work

• Performance Based Bonus Eligibility
• Flexible Work Schedules
• Comprehensive Extended Health & Dental Benefits
• Transit Allowance Program
• RRSP Plan with Company Matching - 4%
• Employee Health & Wellness Incentive - $300.00 Annual Reimbursement
• Professional Development Opportunities & Education Reimbursement
• Employee Discount Program - 10% off Southwest Properties Lease
• Resident & Employee Referral Programs
• Service Awards & Social Staff Events
• Charitable Donation Matching Program - $1,000.00 Annually + 1 Day off to Volunteer

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What Your Day Will Look Like

As a Property Administrator, you will efficiently manage work orders, coordinate contractors, process turnover checklists, and provide exceptional customer service to ensure resident satisfaction and smooth property operations. You will provide support to all mixed-use residential buildings in Southwest's portfolio.

Hours of Work: 40 hours per week, Monday - Friday.

Work Location: Southwest Properties Office - 1315 Lower Water Street, Halifax, NS.

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What You'll be Responsible For

Administration

• Responsible for the daily completion of Request for Service (RFS) forms, tracking all work orders through to completion and ensuring work has been done in accordance with Southwest's standards.
• Process Turnover Checklists monthly.
• Act as the liaison between external contractors and residents, coordinating all contracted work.
• Assign, track, and close purchase orders for work assigned to outside contractors. Provide pricing statements to Accounting Department.
• Distribute Annual Apartment Assessment Forms to Managers and assign deadlines for completion. Track completion of assessments, evaluate findings, assign work orders appropriately, and follow up where required.
• Process and evaluate material requests - source and order materials from appropriate suppliers, ensuring the best price [e.g., paint, cleaning supplies].
• Ensure correspondence and records are maintained and uploaded to appropriate internal systems [e.g., snow and ice removal records, HVAC checklists, inventory checklists].
• Ensure resident and contractor information is accurate and updated in internal databases.
• Manage the programming and tracking of all key swipes for the buildings.
• Maintain resident insurance records.
• Update Condo Cafe and assist with writing newsletters for the condo corporation,
• Complete estoppels for sale of condominium property.
• Attend Condo Board meetings and take accurate minutes.
• Oversee Guest Suite rentals and payments.

Supervision

• Monitor and ensure assigned work is completed by maintenance staff and external contractors.
• Work closely with property staff to ensure daily property inspections are completed.

Customer Service

• Correspond with residents regarding tenant insurance, building notices, service memos, newsletters, and other communications as required.
• Respond to communication from residents. Troubleshoot and investigate issues that arise, liaising with internal contacts to determine the best course of action to ensure customer satisfaction.
• Provide support to Managers and maintenance staff to ensure matters are handled in a safe and satisfactory manner for all parties involved.
• Offer support to other Property Administrators in their absence.

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Your Environment

You will work in an office setting. Southwest's office is located Downtown Halifax at 1315 Lower Water Street.

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What Will Help You Succeed

You don’t require all the listed qualifications to add incredible value to our team. If you feel energized thinking about what you could accomplish at Southwest, we would love to hear from you.

Our ideal candidate is an organized self-starter with 2-3 years in a similar role. An Office Administration certificate is considered an asset.

• Strong written and verbal communication skills.
• Effective relationship building skills with the ability to develop and sustain cooperative working relationships.
• Effective conflict-resolution skills.
• Ability to exercise confidentiality.
• Strong time management skills - ability to manage tight deadlines and work under pressure while achieving quality results.
• High degree of integrity and honesty.
• Ability to perform assigned duties with minimal supervision.
• Strong attention to detail with a high level of quality.
• Sound knowledge of effective and efficient administrative procedures and techniques.
• Ability to maintain a professional distance with residents, contractors, and suppliers.

Position requires Criminal Records Check Completion.

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People are at the Heart of Everything We Do

Southwest Properties is committed to attracting and retaining a diverse team, who values your experiences, perspectives, and unique identity. We are committed to creating and maintaining an environment that is inclusive, equitable, and welcoming.

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