Office Administrator & Accounting Specialist

Job Title: Office Administrator & Accounting Specialist

Industry: Property Management

Employment Type: Full-Time

Experience Required: Minimum 3 years

Education: Accounting degree or diploma required

About the Opportunity

An established property management organization is seeking a detail-oriented and highly organized Office Administrator & Accounting Specialist to support its daily administrative, financial, and residential property management operations.

The successful candidate will be responsible for a variety of duties, including office administration, tenant account management, accounts receivable and payable, rent processing, and legal documentation. This position requires strong organizational skills, financial accuracy, excellent communication abilities, and the capacity to manage multiple priorities in a fast-paced environment.

The ideal candidate will have experience in accounting, office administration, or property management, along with proficiency in property management software and Microsoft Office applications.

Key Responsibilities

1. Office Administration

• Maintain organized filing systems for lease renewals, correspondence, leases, invoices, and other important documents.
• Prepare tenant correspondence, including reference letters, proposals, account balance statements, and explanations of charges or last month's rent (LMR) interest calculations.
• Communicate with social workers regarding tenants receiving government benefits.
• Distribute cheques to contractors and respond to inquiries from tenants and contractors.
• Set up pre-authorized rent payments and process rent cheques and Interac payments.
• Answer incoming telephone calls and direct inquiries to the appropriate department professionally and efficiently.

2. Residential Property Administration

• Coordinate tenant move-ins and move-outs, including setting up lease charges and applicable interest anniversary dates.
• Apply last month's rent deposits to tenant accounts when required.
• Complete deposit accounting and close accounts for former tenants.
• Prepare cheque requisitions for tenant refunds.
• Maintain accurate and up-to-date tenant records.
• Process, print, and file monthly rent rolls.

3. Accounts Receivable

• Post monthly lease charges, prepayments, credits, and tenant account adjustments, including charges for keys, lighting, parking, and damages.
• Calculate and post last month's rent interest and prepare Form N1.
• Monitor outstanding rent reports and initiate the appropriate legal processes when required.
• Contact tenants regarding overdue rent and outstanding balances.
• Prepare applicable rental administration documents, including Forms N4 and N8 and Certificates of Service.
• Verify and deposit cheques processed by staff.
• Reconcile RentCafe deposits against bank statements and manually enter tenant payment deposits when required.
• Prepare and file month-end reports and complete monthly account closing procedures.

4. Accounts Payable

• Process invoices and cheques for staff, tenants, and contractors.
• Maintain contractor records in Yardi, including Workplace Safety and Insurance Board (WSIB) documentation and insurance records.
• Review and correct purchase orders submitted by building managers.
• Prepare cheque requisitions for staff expenses, including fuel, mobile phones, tools, and other approved expenses.
• Print, date-stamp, code, and post invoices in Yardi.
• Obtain the necessary approvals and signatures for cheques and verify their accuracy before posting.
• Coordinate cheque deliveries through courier services and monitor cleared payments.

5. Legal Administration

• Prepare documentation for legal matters and forward complete files to legal counsel.
• Prepare legal documents for delivery to tenants.
• Monitor court hearings and attend when required.
• Track court orders and assist with the necessary follow-up and enforcement procedures.
• Prepare and coordinate documentation for the Sheriff's office and collection agencies.

Qualifications and Requirements

Education and Experience

• A degree or diploma in Accounting is required.
• A minimum of three years of relevant professional experience is required.
• Experience in property management, accounting, and office administration is preferred.
• Familiarity with residential tenancy administration and tenant account management is an asset.

Technical Skills

• Proficiency in Yardi or similar property management and accounting software.
• Proficiency in Microsoft Office applications, particularly those used for financial records, reports, and correspondence.
• Familiarity with the NewStar program.
• Ability to maintain accurate financial records, process transactions, and reconcile account balances.
• Ability to prepare administrative correspondence, financial reports, and documentation accurately.

Core Competencies

• Attention to Detail: Maintains accuracy when processing financial transactions, preparing documents, and updating tenant records.
• Organization and Time Management: Effectively manages multiple responsibilities, deadlines, and administrative priorities.
• Communication Skills: Communicates professionally with tenants, contractors, colleagues, social workers, legal counsel, and other stakeholders.
• Confidentiality: Handles sensitive financial, tenant, and legal information with discretion.
• Problem-Solving: Identifies discrepancies, resolves administrative issues, and follows established procedures.
• Independence and Accountability: Works independently, takes ownership of assigned tasks, and ensures responsibilities are completed accurately and on time.
• Teamwork: Collaborates effectively with building managers, accounting personnel, and other departments.

The Ideal Candidate

The ideal candidate is a dependable and proactive professional who can balance administrative responsibilities with accounting and property management duties. They are comfortable handling financial records, communicating with tenants, coordinating with contractors, and preparing documentation for legal matters.

A strong candidate will demonstrate sound judgment, professionalism, accuracy, and the ability to maintain organized records while managing competing priorities.