Property Administrator

Position Overview:

We are looking for a highly organized and detail-oriented Property Administrator to support our residential and commercial rental portfolio. Reporting to the Senior Manager of Administration, this role works closely with Property Managers, Superintendents, vendors, contractors and internal teams to keep contracts, procurement activities, inspections and property operations accurate, compliant and on schedule. The successful candidate will bring strong follow-through, sound administrative judgment and a disciplined approach to vendor and contract documentation.

Success in this role:

You will be successful in this position if you are proactive, detail-oriented, and comfortable taking ownership of administrative processes from start to finish. You keep commitments on track, documentation accurate and complete, and stakeholders informed. You are confident reviewing contract details, coordinating follow-up actions, and ensuring the administrative and operational requirements of each property are managed efficiently and effectively.

Key Responsibilities:

• Coordinate vendor sourcing, quotations, RFPs and bid tenders, ensuring submissions are complete, comparable and properly documented.
• Support contract and service agreement administration by tracking terms, renewal dates, deliverables, approvals and required follow-up.
• Coordinate vendor onboarding and maintain accurate contractor records, including contact information, insurance certificates, WSIB documentation and other compliance requirements.
• Create and track purchase orders, coordinating approvals and maintaining complete supporting documentation.
• Schedule contractors, trades, inspections and recurring services in accordance with property requirements and cyclical calendars.
• Track vendor performance, service completion and outstanding action items; escalate delays, deficiencies and documentation gaps promptly.
• Maintain organized contract files, procurement records, vendor databases, service logs and compliance trackers.
• Coordinate annual and seasonal inspections, including fire safety testing, evacuation drills, HVAC maintenance and other building programs.
• Liaise with contractors regarding quotations, scopes of work, service agreements, scheduling and access requirements.
• Prepare and distribute building notices, seasonal communications and operational updates.
• Update operational spreadsheets, vacancy reports, compliance records and project trackers with a high degree of accuracy.
• Support leasing and vacancy administration, rental listings, competitive-set reporting and tenant engagement activities as assigned.
• Assist with appliance procurement, tenant improvement documentation, capital projects and special building initiatives.
• Provide responsive administrative support to Property Managers and the broader Property Operations team.
• Experience with property management, procurement or work-order systems is an asset.
  

Qualifications & Skills

• College diploma in Business Administration, Office Administration, or a related field.
• Minimum 2 years of administrative experience; property management experience is an asset.
• Experience with Yardi or similar property management software preferred.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) and data management systems.
• Excellent written and verbal communication skills with a professional, customer-focused approach.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
• Knowledge of property management, condominium, or non-profit housing operations is an asset.
• Ability to handle confidential information with discretion and professionalism.

Why Join the M Group?

• Comprehensive benefit package
• Employee assistance program
• Additional Personal Days and Volunteer Time Off
• Flexible work arrangements
• A supportive team that values growth, well-being, and community
• Opportunities to work across diverse real estate projects
• Company events, learning sessions, and leadership opportunities that make work meaningful

About The M Group:

At The M Group of Companies, we believe in creating strong communities by investing in people, places, and potential. As a diversified real estate and property management organization, we’re proud to foster a workplace where integrity, support, and meaningful impact thrive.

When you join our team, you become part of a dependable group of professionals who care deeply about the work we do and the communities we serve. We’re committed to your growth and well-being, offering a collaborative environment that values respect, steady leadership, and doing the right thing together.

Whether you’re building your career or bringing years of experience, we invite you to grow with us and help shape the future of property, people, and possibility.

How to Apply:

Please submit your resume and respond to the questions in the application. Applications will be accepted until the position is filled.

Legal Disclaimers:

Accessibility & Accommodation:

Thank you for your interest in The M Group of Companies. Only those applicants who are selected for interviews will be contacted. We are committed to providing equal opportunities for persons with disabilities. Accommodation is available at all stages of the recruitment process, at the candidate’s request.

Use of AI in Recruitment:

Please note that your application and any related materials may be reviewed using AI-enabled systems to assist with the screening process. These tools are used to support, not replace, human decision-making. If you have any concerns or questions about this process, please let us know.

Work Authorization:

Applicants must be legally entitled to work in Canada at the time of application and during their employment at the M Group.