Senior Property Administrator

The opportunity: Fitzrovia is seeking a Senior Property Administrator to own tenant ledger, rent roll, and lease administration for a defined portfolio of buildings across Ontario, Quebec, and British Columbia. This is a centralized, back-office role that partners closely with on-site General/Property Managers and leasing teams.

Reporting to the Property/Asset Management leadership team, the Senior Property Administrator will provide tenant ledger, rent roll, and lease administration support across the assigned portfolio, ensuring that tenant accounts, notices, and other centralized functions are managed consistently, accurately, effectively, and in full compliance with applicable tenancy legislation in each province. The role is well suited to a detail-oriented, process-driven professional with a strong accounting and administrative foundation who is comfortable managing a high volume of transactional work across multiple jurisdictions.

At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization. This role is well suited for a candidate who enjoys building consistent processes out of previously fragmented, site-level work, and who is comfortable being a centralized point of accountability for a defined group of buildings.

As we are a highly collaborative team, the successful candidate will be required to work in-office full-time.

This posting is for an existing vacancy. The salary range for this position is $65,000 - $75,000. Our total rewards program recognizes performance, supports well-being, and encourages growth by offering paid vacation and personal days, comprehensive benefits, wellness and mental health resources, and a generous professional development allowance.

Fitzrovia uses AI-enabled tools to assist in screening and assessing applications. Final hiring decisions are made by Fitzrovia’s hiring team.

Key Responsibilities:

Rent Roll, Postings & Ledger Accuracy

• Complete monthly recurring charge postings and related reversals across assigned buildings.
  • Audit the monthly rent roll, including:
  • Rentable items
  • Last Month's Rent (LMR) deposits
  • Lease charge accuracy
  • Market rate accuracy
  • Concessions and concession expiry dates
• Post monthly/annual interest on Last Month's Rent (LMR) deposits in accordance with each province's requirements.
• Investigate and resolve discrepancies across all tenant ledgers and accounts.
• Manage unit transfers and roommate promotions as they relate to ledger charges and LMR only.
• Review and enter specialized lease types (corporate/company-use leases, non-resident leases, rent supplement agreements, and housing benefit/subsidized leases) in Yardi, ensuring accurate charge setup.
• Conduct periodic tenant record audits (contact information, occupancy status, unit details) to ensure data integrity beyond financial fields.

Move-In & Move-Out Administration

• Manage the posting of all property charges related to move-ins and move-outs.
• Administer rentable items, including setup, billing, and ongoing charge accuracy.
• Review leases ahead of execution by the leasing team to confirm accuracy of terms and charges.
• Complete the lease execution addendum in Yardi for rentable items once a resident has moved in.
• Process move-out and other tenant refunds in Yardi.
• Monitor utility accounts for vacant/unoccupied units to ensure timely activation, transfer, and closure of service and avoid unnecessary charges.

Lease Renewals, Statutory Notices & Board Orders

• Process lease renewals and prepare associated renewal documentation.
• Prepare and track Ontario notices, including N1 (rent increase) and N2 (renewal) forms, and manage N4 (arrears) notices through to task completion.
• Prepare and issue eviction-related notices and Board applications (e.g., L1/L2 filings) where arrears or lease breaches remain unresolved.
• Prepare and track the equivalent provincial notices and forms required under Quebec's Tribunal administratif du logement (TAL) and British Columbia's Residential Tenancy Branch (RTB) for renewals, rent increases, arrears, and evictions.
• Process Landlord and Tenant Board (and equivalent TAL/RTB) orders and apply the resulting account and ledger adjustments.
• Track and manage arrears and discrepancy (A&D) items through to resolution.

Accounts Receivable, Collections & Reporting

• Issue tenant account statements and proactively follow up on overdue balances to reduce arrears aging across the assigned portfolio.
• Analyze aged receivables (30/60/90+ day buckets) and prioritize collection and follow-up actions accordingly.
• Prepare and distribute a weekly accounts receivable/arrears status report to Property/Asset Management leadership and on-site teams.

Deposits, Refunds & Payment Processing

• Manage LMR deposit tracking, application, and refunds in accordance with each province's requirements.
• Process e-transfers, manual deposit slips, and cheque payments.
• Process refunds through Yardi.

Write-Offs, Reconciliation & Commercial Billing

• Review and approve write-offs, leveraging automated Yardi dashboard processes where available.
• Complete CAM (Common Area Maintenance) reconciliations for mixed-use buildings.
• Prepare and process commercial invoicing where applicable.
• Prepare Gross Potential Rent (GPR) reporting for assigned buildings.
• Track and verify certificates of insurance for commercial tenants to ensure ongoing compliance with lease requirements.
• Support annual budget preparation by providing accurate rent roll, occupancy, and revenue data for assigned buildings

Cross-Portfolio & Team Collaboration

• Apply jurisdiction-specific tenancy legislation accurately across Ontario, Quebec, and British Columbia.
• Partner closely with on-site General/Property Managers and leasing teams across the assigned building portfolio to ensure consistent, centralized processes.
• Serve as the go-to resource for on-site teams' Yardi and lease-administration process questions, reducing reliance on Property Managers/Assistant Property Managers for day-to-day system troubleshooting.
• Escalate complex ledger, compliance, or tenancy matters to the Property/Asset Management leadership team as required.
• Support the standardization of tenant ledger and lease administration processes as the centralized function matures.
• Execute other administrative duties as required to ensure efficient operation of the centralized function.

Qualifications and Experiences:

• Bachelors degree, Diploma or Certificate in Real Estate, Hospitality, Business or related discipline.
• 2-3 years of property management experience, ideally spanning multiple jurisdictions.
• Background in accounting or bookkeeping, with comfort managing high-volume ledger and reconciliation work.
• Experience analyzing aged receivables and independently managing tenant collections/follow-up communications is a strong asset.
• Working knowledge of Ontario's Landlord and Tenant Board (LTB) processes and forms; knowledge of Quebec's Tribunal administratif du logement (TAL) and/or British Columbia's Residential Tenancy Branch (RTB) is a strong asset.
• Strong administrative background with excellent attention to detail and organizational skills.
• Advanced, hands-on proficiency in Yardi is mandatory — the candidate must be able to independently manage rent roll audits, charge postings, notices, deposits, and reporting in Yardi without on-site support.
• RPA (Real Property Administrator), FMA, or a similar industry designation (e.g., BOMI) is an asset.
• Bilingual (English/French) is an asset given coverage of the Quebec portfolio.
• Strong Excel skills and comfort working across multiple systems and reporting tools.
• Ability to manage a high volume of transactional work across a portfolio of buildings and provinces with accuracy and consistency.
• Self-motivated, process-oriented, and results-driven, with the ability to work well under pressure and within deadlines.

Why Fitzrovia:

Fitzrovia Real Estate is a rapidly growing, vertically integrated development and asset manager focused on class-A apartment buildings across the Greater Toronto Area (GTA). Fitzrovia provides best-in-class development, construction, property and asset management of luxury purpose-built rental apartments with a focus on design, active lifestyle management and exceptional customer service.

Fitzrovia partners with public institutions, pension funds and high net worth investors who have a bias towards long-term cash flow generating assets. The company is the largest developer of purpose-built rental apartments in the GTA with $6.3 billion of assets under management.

We focus on our people and our culture, and offer competitive salary, benefits, and career development opportunities. Fitzrovia’s commitment to hospitality is at the core of our DNA and is seen in the way we treat our colleagues, clients and residents every day. To learn more about Fitzrovia, our people and our properties, visit www.fitzrovia.ca.

Fitzrovia is an equal opportunity employer and is committed to creating an inclusive environment for all our employees. If you require reasonable accommodation during the recruitment process, please reach us at [email protected].