Office Administrator - Frontenac Property Management

Frontenac Property Management is a locally owned and operated company in Kingston, Ontario. We are a full-service property management company committed to continually improving the rental experience for the investment property owner as well as the tenant. We take pride in representing safe and well cared for properties and understand the value of such an investment.

We’re seeking a passionate, resilient and adaptable individual to fill the role of Office Administrator. The successful candidate will have a passion for customer service with a drive to help others. They will be resourceful and present themselves with a pleasant, kind demeanor. Experience in property rentals or real estate is an asset.

For more details visit www.frontenacproperty.com

Your roles and responsibilities will include:

• Answering incoming phone calls and direct calls to appropriate staff. Answer phone inquiries regarding properties, tenant queries.
• Open company emails, review and flag for the appropriate individuals/ departments. Answer admin related emails, involving other staff as needed to assist in problem solving.
• Day to day communication with existing tenants.
• Respond to property inquiries, schedule showings, liaise with the leasing department in regards to potential tenant applications.
• Follow up with prospective tenants after showings, addressing questions and collecting feedback promptly
• Assess prospective tenant needs and suggest suitable properties that matches what they are seeking
• Maintain client and tenant files and company databases
• Maintain listings of available properties with accurate information.
• Set up new contracts by adding clients, properties and information into property management software, organize property keys and lawn signs from for rent to leased.
• Coordinate various types of property visits with owners, realtors, appraisers.
• Participate in company evening and weekend coverage rotation.
• Take photos of properties to be used for advertising; when taking on new management, or to update photos on file (as needed)
• Show available properties to interested potential tenants (as needed)
• Potential for growth into the following responsibilities:
• Process sublet applications and agreements between current tenants and sublets
• Respond to parking inquiries and prepare parking agreements. Maintain records of available parking spaces.
• Communicate with tenants and owners regarding lease renewals, preparing lease renewal documents for signing.

The right candidate will possess the following attributes:

• Takes pride in helping others.
• Organized and knows how to prioritize amid competing demands.
• Takes initiative and anticipates needs of the company, clients and tenants alike, always striving to find ways to improve our business communications.
• Resourceful to solve problems effectively
• Forward thinker, always wanting to learn.
• Self-starter with experience working independently and in a collaborative environment.
• The right candidate will have the following qualifications and experience:
• Excellent communication skills in English (telephone, email and in person).
• Superb phone, email and face to face demeanor.
• Experience using various computer applications, experience with Google Workspace preferred
• College Diploma in Office Administration, Business Administration or equivalent work experience.
• Minimum 1 year experience in an administrative and/or communications role.
• Customer service experience in an administrative or office environment is an advantage.
• Hold a valid “G” License (a successful candidate will be required to provide a 3-year uncertified driver’s record at their expense).
• Must be able to provide recent Criminal Record Check (CPIC) with vulnerable sector check.

Other Details:

• This is a full time position (42.5hrs per week) Monday - Friday from 8:30am - 5:00pm with weekend and evening coverage rotation requiring various evening and weekend hours.
• Frontenac Property Management offers a competitive compensation package, including a comprehensive benefits plan including life insurance, long-term disability, medical and dental coverage, Retirement Savings Plan. Laptop and phone provided.

How to Apply:

Those interested should apply by emailing a cover letter and resume which explains how they meet the qualifications and experience outlined to careers@frontenacproperty.com

We wish to thank all who express an interest in this position and advise that only those who are selected for an interview will be contacted.