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Intern, Property Administrator

  • Full Time
  • Thunder Bay, ON
  • Indigenous status required
  • 2023-05-30

Website Metis Nation of Ontario

The Property Administrator will oversee coordination and support within the Thunder Bay Community Center on-site at the Thunder Bay office. Reporting to the Operations Manager, the PA is responsible for a variety of services related to the operation of residential housing properties in the not-for-profit and market-rent sectors.

Duties and responsibilities include, but are not limited to tenant and client relations, scheduling contractor work, sending notices to tenants, liaising with governments (Municipal, federal and Metis), preparing documentation to support hearings at the Landlord & Tenant Board, complying with the RTA (where applicable), vacancy reporting, bank deposits, accounts receivable (A/R) reporting, accounts payable (A/P) processing, budgeting, supplier invoices, rent roll review and production, communication, administration functions relating to paralegal services and general office administrative duties.

The property administrator will assist the property inspector when required or in the absence of the property inspector perform indoor/outdoor inspections to minimize safety hazards, determine maintenance needs at the Thunder Bay Community Centre and ensures that the Thunder Bay Community Centre complies with Heath and Safety Act and all other regulations.

General Responsibilities:

Review arears and NSF listing monthly
Coordinate and document repayment agreements with each tenant where appropriate
Advise management and paralegals of required legal action for delinquent account according to SOP schedule
Complete and send all N4 notices to tenants according SOP schedule
Liaise with paralegals to manage on-going legal issues from start to resolution
Respond to all tenant inquiries via email, voicemail or mail within 24 hours
Assist Property Inspectors with administrative requests such as Notice of Entry/mail outs, etc.
Offboard tenant move-outs in Building Management System and according Property Administrator Guidelines document
Perform annual income review according to SOP schedule. Verify supporting documents
Generate month end reports for management
Coordinate with Property Inspector to make regular updates to KPI report
Assist with leasing duties in the absence of Leasing Administrator
Participate in the after-hours emergency on-call schedule
Performing other duties and responsibilities as assigned by the Operations Manager or designate(s)
Respond to after-hours onsite emergencies
General Responsibilities (Thunder Bay Community Centre)

Assist the property inspector when required
Coordinate with trades and contractors to facilitate necessary maintenance activities
Handle walk-ins and address general concerns
Coordinate with MNO for onsite program events, activities and general access
Manages the phone system as well as internet access using 3rd party contractors and internal MNO IT as necessary
Oversee the installation, maintenance, and repair of equipment and machinery as instructed by management
Troubleshoot and respond to after-hours issues if the property inspector is not available (heating, security, vandalism, plumbing, etc.)
Collect, sort and distribute building mail
Manage parking – Enforce monthly public parking spot rentals. Ensure MNO staff have parking

Strong desire to act in the service of the Métis Citizens, to advance and uphold rights and culture.
Additional preference will be given to applicants with a high degree of digital literacy in MS Office, Excel, Word and experience in a professional work setting.
Knowledge of Métis culture, history and way of life
To meet funding parameters, candidates must self identify as Métis or being a Métis Nation of Ontario citizen.
Graduated within the last year.
Education in the field of study relevant to the Internship
Demonstrated ability to be confidential, responsible, reliable and professional
Proficiency with computer programs (Outlook, Excel, Word, and PowerPoint)
Availability to work evenings and weekends with travel to various locations
Excellent oral and written communication skills
Demonstrated organizational and time-management skills
Committed to working as a valuable and cooperative team member
Ability to accomplish tasks with little direct supervision
Ability to effectively and courteously interact with the public
Able to work a flexible work schedule
Minimum qualifications

Advanced knowledge of MS Office (Excel, Word) and a high degree of digital literacy. Willingness and ability to adapt to and learn new software
Excellent communication and negotiation skills
Ability to work well under pressure and meet set deadlines while maintaining a high level of accuracy
Customer service orientation experience an asset
Demonstrated problem-solving, time management and analytical skills to prioritize workload pressures and deadlines
High school diploma

Must have reliable vehicle
Familiarity with the Residential Tenancies Act, Landlord and Tenant Board and Geared to Income Housing criteria
Experience working with tenant, leasing or property management systems (Yardi, Arcori, Property Vista, etc.)

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