We are a young and growing team passionate about building strong communities and delivering an exceptional tenant experience. Collaboration is at the heart of our success: every lease signed and every onboarding completed is the result of teamwork. We work with modern tools, share knowledge openly, and celebrate milestones together. As we continue to expand, we’re looking for a Leasing & Administrative Assistant who thrives in a fast-paced environment, values teamwork, and takes pride in keeping both leasing and administration running smoothly.
You’ll be the administrative support of the team, supporting both leasing and operations. From preparing applications and assisting with leases, to coordinating onboarding and handling invoicing, reporting, and compliance, you’ll make sure the details are always covered. Your work will keep records accurate, processes smooth, and the team free to focus on growing occupancy and supporting tenants.
RESPONSIBILITIES
Leasing Coordination
- Receive flagged prospects from Leasing Agents and send applications through Building Stack within 24h.
- Review completed applications, verify documents, and log details in Smartsheet.
- Coordinate the approval process with the operations team and management when needed.
- Prepare and send leases via Building Stack, ensuring accuracy and compliance.
- Track lease status in Smartsheet and maintain clear records.
- Create and manage onboarding tasks in Asana once leases are signed.
- Arrange move-in logistics: collect tenant requirements, organize keys, fobs, parking, and welcome packages.
Administration & Finance
- Process and reconcile monthly credit card reports.
- Manage utility invoicing for each property and ensure timely payments.
- Maintain digital tenant files and ensure compliance with company policies and legal requirements.
- Support reporting by keeping Smartsheet dashboards accurate and up to date.
- Handle general administrative tasks that keep daily operations running smoothly.
Teamwork & Continuous Improvement
- Work hand in hand with Leasing Agents to keep the pipeline moving.
- Support management with reports, updates, and documentation.
- Provide feedback on workflow efficiency and suggest process improvements (automation, checklists, better tools).
- Participate in weekly team reviews to align on occupancy targets, finances, and tenant satisfaction.
WHAT WE ARE LOOKING FOR
- 1–3 years of experience in administration, leasing coordination, or property management support.
- Detail-oriented and highly organized, with strong follow-through.
- Team player with excellent communication skills (bilingual FR/EN an asset).
- Comfortable with technology: Building Stack, Asana, Smartsheet, HubSpot (basic).
- Proactive and resourceful, with a mindset for continuous improvement.
Compensation
Base Salary: $50,000 to $55,000/year (depending on experience).
