Careers

About the Position:

Reporting to the Regional Property Manager, the Property & Leasing Administrator plays a key role in supporting the day-to-day operations of a three-property portfolio in Kingston, ON. This position is responsible for the accurate creation, coordination, and tracking of Purchase Orders, Change Orders, and Work Orders within Yardi, ensuring efficient workflow management and strong operational execution across the properties.

Key Functions and Responsibilities:

• Once initiated by the Resident Manager, Regional Manager, Construction Manager, or VP, Operations, the Property Administrator will create, monitor, and track through completion all required Purchase Orders and Change Orders
• Monitor all supplier invoices to ensure all invoices are processed following established policies and procedures; including proper set up, back up, proper coding and are processed within the expected timeline
• Follow up with Vendors on any discrepancies between POs and Invoices
• Follow up with Vendors on POs open for more than two months
• Follow up with the Resident Managers on outstanding unreceived POs
• On a monthly basis, analyze and report on specific Purchasing KPIs: number of outstanding POs, purchase order cycle time, emergency purchase ratio, inventory accuracy (appliances and supplies)
• On a monthly basis, analyze and report on specific work order KPIs: number of outstanding work orders, work order cycle time – from submission to completion, number of closed work orders
• Manage the purchase order system and contract administration, including the development and maintenance of an annual contract directory to ensure renewals are in place before expiry.
• Track and administer capital project expense billing and assist with capital expense project close out(s)
• Enter work orders into Yardi, track and close work orders in conjunction with the Resident Managers
• Other duties as assigned

Required Skills and Abilities:

• Minimum 1 year of experience in residential property operations or administration (multi-residential experience preferred)
• Strong working knowledge of Yardi, including tenant ledgers, payment tracking, and collections reporting
• Solid understanding of the Residential Tenancies Act, including landlord rights and obligations
• Excellent communication and interpersonal skills, with the ability to build relationships with a diverse tenant population and internal teams
• Highly organized with strong attention to detail; able to manage multiple priorities and deadlines in a fast-paced environment
• Resourceful, adaptable, and comfortable balancing administrative responsibilities with resident-facing interactions
• Self-motivated with the ability to work both independently and collaboratively within a high-performing team
• Strong problem-solving skills with a logical, methodical approach
• Proactive and forward-thinking, with the ability to anticipate issues and address them efficiently
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• High level of professionalism, discretion, and confidentiality
• Valid driver’s license and access to a vehicle is preferred (for bank deposits and occasional travel)

About Us

We’re a privately-owned, full-service property management company offering quality, well-maintained apartments across Ontario and Alberta. We focus on creating homes people love, while fostering a workplace that values initiative, integrity, and professional growth.

Why Equiton?
Our culture is built on integrity, accountability, and innovation. We empower our team to take initiative, think independently, and grow personally and professionally.

Our Commitment to Diversity, Equity & Inclusion
We’re an equal opportunity employer committed to building a diverse, inclusive, and accessible workplace where everyone feels valued and supported. If you need accommodation during the hiring process, please let us know. We’re happy to help.

Only those selected for an interview will be contacted.

Please note that at present, legal eligibility to work in Canada is a prerequisite for this role.

Job Types: Full-time, Fixed term contract
Contract length: 6 months

Pay: $50,000.00 per year

Benefits:

• Casual dress
• Company events
• Employee assistance program
• On-site parking
• Paid time off

Work Location: In person