Admin Executive

Role Overview

The Admin Executive will support the Property Management Team by handling day-to-day administrative activities and helping maintain a professional service standard across property-related matters. The role is centered on responding quickly to tenant needs, supporting office coordination, and keeping records and workflows organized.

Key Responsibilities

• Deliver comprehensive administrative assistance, including answering calls, preparing typed documents and reports, filing records, and distributing correspondence.
• Arrange and coordinate meetings and special events when needed.
• Support lease administration tasks, such as managing tenant contact details and insurance records, and preparing relevant reports.
• Help prepare and coordinate bid submissions, service agreements, and approved invoices, while assisting the Property Manager in following company policies and procedures during the bidding process.
• Draft and code invoices for review and approval by the Property Manager.
• Keep the office supplied with stationery and other materials needed for smooth operations.
• Ensure contract and insurance certificate details are entered accurately and on time into contract administration software.
• Track contracts and insurance certificates, maintain filing systems, and monitor expiry follow-ups.
• Oversee the property maintenance work order system and prepare monthly status reports for the Property Manager on tenant work orders.
• Maintain the purchase order system for the property.
• Organize and maintain lease, contract, and other property management office files.
• Build and sustain positive working relationships with tenants and clients, and monitor service calls as needed.
• Assist with monthly and quarterly management reporting, as well as annual budget preparation.
• Process staff hours for management and maintenance teams, tenant recharge invoices through accounting, expense claims, monthly meter readings, and check requests for review and approval.

Work Environment

This position is based in a professional office setting and regularly involves standard office tools and equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Requirements

The role may require extended standing and walking, moving up and down staircases, ladders, or step stools, and occasional movement between buildings outdoors in varying weather conditions. The employee may also spend up to 85% of the time in a stationary seated or standing position and frequently use office machinery.

Equal Opportunity Statement

The employer is committed to equal employment opportunity and affirmative action. Employment decisions are made without regard to race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other protected characteristic. Discrimination of any kind is not accepted.