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Property Operations Administrator

UBILD

UBILD

Operations
Calgary, AB, Canada
Posted on Jun 24, 2025

About Us:

HomeSpace Society is a leading organization dedicated to providing affordable housing solutions to low-income individuals and families within our community. Our mission is to create safe and sustainable housing opportunities while fostering a sense of belonging and community. HomeSpace’s current portfolio consists of over 34 owned properties containing 903 units located throughout Calgary.


Position: Property Administrator

Reports to: Asset Manager
Location: HomeSpace Society Downtown Office


Job Summary:
As a Property Administrator, you will play a key role within the Property Management team, ensuring the efficient operation of office and building functions while fostering strong tenant relations. This role involves overseeing day-to-day administrative responsibilities for an assigned HomeSpace Calgary portfolio. Your contributions will be essential in delivering high-quality property management services that align with the organization’s mission and goals. If you are a proactive, detail-oriented professional, this role requires strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders.


Key Responsibilities:
Reporting to the Asset Manager, the Property Administrator will collaborate with other Property Management team members and various stakeholders to support the following functions:


Building Operations

Central Portfolio Email Management:


  • Monitor and respond to all email correspondence efficiently.
  • Ensure maintenance requests are entered into Yardi and completed per established standards and timelines.
  • Address and communicate tenant concerns promptly and professionally.

Purchase Orders (POs):


  • Generate detailed POs from existing work orders upon request.
  • Communicate PO numbers to requestors and contractors.
  • Review and approve POs within the designated approval limits.
  • Follow up with contractors on outstanding POs older than 45 days.

Building Maintenance Scheduling:


  • Assist tenants, agency partners, contractors, and vendors with scheduling building maintenance.
  • Communicate building procedures and general property information as needed.

Maintaining Accurate Records:


  • Ensure all property-related activities are documented, including maintenance schedules, vendor contracts, emergency contact lists, and preferred vendor lists.

Technician Work Order Support:


  • Assist Technicians with work order management and scheduling.

Accounting & Tenant Relations

Receivables Management:


  • Review and prepare all receivables to ensure accurate data entry of payments for accounting processing.

Payables Management:


  • Review and prepare all invoices in Payscan, ensuring timely and accurate submission for payment processing.

Tenant Chargeback Invoicing:


  • Organize, process, and maintain records of invoices billable to tenants and other parties.

Insurance Claims & Large Project Chargebacks:


  • Maintain well-organized filing systems for billing and payments related to insurance claims and major project chargebacks.

General Office Administration

  • Participate in team meetings to provide property operations updates and collaborate on cross-functional projects.
  • Work closely with Maintenance Supervisors to address service quality issues related to tenant or agency partner concerns.
  • Perform general office administrative duties as assigned.
  • Support special projects as requested by the Asset Manager.

Qualifications:

  • A post-secondary certificate, diploma, or degree in Office Administration is preferred, or a High School Diploma with at least 3 years of experience in property management, including managing multiple properties and coordinating with contractors and vendors.
  • Basic building maintenance knowledge is an asset.
  • Strong organizational skills and attention to detail, with the ability to manage multiple projects simultaneously.
  • Excellent communication skills, with the ability to interact professionally with all stakeholders, including tenants, agency partners, internal customers, contractors, and vendors.
  • Strong critical thinking skills and able to identify and resolve issues quickly and effectively.
  • Ability to work independently, take ownership of tasks, and prioritize effectively in a demanding environment.
  • Demonstrated ability to develop and coordinate project tracking.
  • Experience with accounting functions such as Accounts Payable (AP) and Accounts Receivable (AR)
  • Strong written and verbal communication skills.
  • Proficient in the Microsoft Office suite, with experience using property management software is a plus.
  • Familiarity with Yardi or similar property management software is an asset.