Office Administrator

Westcorp is seeking a capable Office Administrator for the Windsor Park Plaza/Lofts, comprising 752 rental units. The successful candidate is a front-line professional, providing support to the property manager, maintenance, leasing and administrative teams to ensure industry-leading levels of customer service are provided to all stakeholders in the community. This position may require some extra hours from time to time, particularly at month-end, so the ability to work some weekends is required.

Working in property management is not just a job. It is a career dedicated to bettering people's lives. As property management specialists, we have the critical responsibility of being the caretaker of people's homes. This requires team members who are empathetic yet business-minded and can work in the property owner's best interests but handle resident queries and situations with finesse and kindness. This is an opportunity to build lasting relationships and create community. Are you emotionally intelligent? Do you possess extraordinary problem-solving abilities and excel at building strong relationships? If so, we are looking for you and would love to talk to you.

Who You Are:

• You have an analytical mindset with the ability to identify and resolve issues promptly
• You have exceptional attention to detail and accuracy
• You are a strong communicator with proven conflict-resolution skills and collection abilities
• You are an agile high-performer who can collaborate effectively and hustle independently
• You are personable and have a positive, energetic attitude

Primary Key Responsibilities:

• Provide operational support and general office administration to support the day-to-day management of the property.
• Actively manage rent collections and accounts receivable for current and former residents, including monitoring outstanding balances, conducting follow-ups, reconciling accounts, and working toward the collection of all monies owed to the property.
• Generate and analyze accounts receivable reports, track collection efforts, and provide regular updates to management on outstanding balances and collection progress.
• Issue notices related to outstanding balances, NSF payments, credits, and other account matters, and conduct non-payment inspections as required.
• Coordinate payment arrangements with former residents and escalate unresolved collection matters as necessary.
• Coordinate resident billing, invoices, refunds, reversals, referrals, and account adjustments with the Property Accountant, ensuring accurate resident ledgers and charges.
• Respond to resident inquiries regarding rent, payments, account balances, and billing discrepancies.
• Manage resident move-ins within Yardi CRM and audit move-in procedures, resident documentation, and account information for accuracy and compliance.
• Administer resident referrals, parking rentals, cancellations, and related records, ensuring accurate tracking and compliance with established procedures.
• Code invoices through Yardi Elevate for Property Manager approval.
• Provide reception and administrative backup as required, including office supplies, equipment, guest suite administration, Snaile parcel lockers, ButterflyMX entry systems, move-out packages, and the dog DNA program.
• Ensure compliance with the Residential Tenancies Act, applicable legislation, Occupational Health and Safety requirements, and Westcorp Playbook policies.
• Positively embrace Westcorp's Corporate Values and perform other duties as assigned by the Operations Manager.

Required Skills and Abilities:

• Must be a high school graduate
• Post-secondary education an asset
• A minimum of two years of relevant experience preferred
• Must be highly proficient in English written and verbal communication abilities
• Must have the flexibility and be available to work the hours that can be irregular, as required by the business needs
• Basic accounting knowledge is required (AP, AR, resident ledgers)
• Familiarity with property management and residential leasing is preferred
• Analytical mindset with the ability to identify and resolve issues promptly
• Excellent organizational and time-management skills
• Strong interpersonal and analytical skills
• Exceptional communication ability
• Ability to work with minimum supervision
• Highly proficient in a variety of computer software packages. We utilize Microsoft Office (Excel, Word, Outlook) w/TEAMS, Yardi (RentCafe, Payscan, Voyager Plus), SharePoint (pre-offer computer skills test will be required)
• Experience using Yardi or similar customer-engagement software & CRMs is an asset
• Must be flexible and willing and can change roles, tasks or responsibilities as required
• Ability to work with minimum supervision
• Appearance must be neat, clean and polished
• Must have own vehicle and valid driver's license
• A security clearance is required upon offer of employment