Property Administrator at HomeSpace Society in Calgary, Alberta

Property Administrator

Location: Calgary, Alberta

Job Description

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 currently owns and operates a portfolio of more than 36 properties containing 979 units located throughout Calgary. Our work is supported by strong relationships with tenants, agency partners, contractors, vendors, and community stakeholders.

Position: Property Administrator

Reports to: Maintenance Lead, Projects & Turnover
Location: HomeSpace Society Downtown Office

Job Summary:

The Property Administrator plays an important role in supporting the day-to-day operations of an assigned HomeSpace property portfolio. This position provides administrative and operational support to the Property Management and Maintenance teams while helping ensure that tenants, agency partners, contractors, vendors, and internal teams receive timely, professional, and consistent service.

A key part of this role is building and maintaining positive, respectful, and effective relationships with our agency partners. Many of HomeSpace’s tenants are supported by community agencies, and strong communication and collaboration with these partners are essential to successful housing operations. The Property Administrator serves as an important point of contact, helping ensure that information is shared clearly, concerns are addressed promptly, and expectations and responsibilities are understood by all parties.

The successful candidate will be highly organized, detail-oriented, responsive, and comfortable managing multiple priorities in a busy environment. They will take ownership of their responsibilities, communicate effectively, and understand the importance of accurate information, timely follow-up, and strong working relationships.

Key Responsibilities:
Reporting to the Maintenance Lead of Projects & Turnover, the Property Administrator will collaborate with other Property Management team members and various stakeholders to support the following functions:

Building Operations & Administration

Central Portfolio Email Management:

• Monitor and respond to portfolio-related email correspondence in a timely, professional, and organized manner.
• Review and triage maintenance requests, tenant concerns, agency inquiries, and other operational matters.
• Ensure maintenance requests are accurately entered into Yardi and followed through according to established standards and timelines.
• Provide timely communication and follow-up to tenants, agency partners, contractors, vendors, and internal staff.
• Identify issues requiring escalation and ensure they are directed to the appropriate team member.

Agency Partner Relationships

• Develop and maintain positive, professional working relationships with HomeSpace agency partners.
• Act as an important communication link between agency partners, HomeSpace staff, tenants, contractors, and vendors.
• Respond to agency inquiries and requests promptly and ensure appropriate follow-up.
• Clearly communicate building procedures, maintenance processes, access requirements, scheduling expectations, and other relevant information.
• Coordinate with agency partners when maintenance, inspections, repairs, access, or other building-related activities affect supported tenants.
• Help identify communication gaps, recurring concerns, or service issues and bring them forward to the appropriate HomeSpace team member.
• Maintain a professional, collaborative, and solutions-focused approach when working through concerns or competing priorities.
• Support consistent communication and documentation so that agency partners and HomeSpace teams have the information they need for effective service needs.
  

Purchase Orders

• Generate detailed purchase orders from existing work orders as requested.
• Communicate PO numbers and relevant information to requestors and contractors.
• Review and approve POs within designated approval limits.
• Monitor outstanding POs and follow up with contractors on POs that remain outstanding for more than 45 days.
• Ensure PO records are accurate and appropriately documented.

Building Maintenance Scheduling

• Assist tenants, agency partners, contractors, and vendors with scheduling maintenance and building-related activities.
• Coordinate access and scheduling requirements with relevant parties.
• Communicate building procedures, access requirements, and general property information as needed.
• Help ensure maintenance activities are coordinated efficiently and communicated to the appropriate stakeholders.

Records & Documentation

• Maintain accurate and organized property records.
• Ensure property-related activities are appropriately documented, including:
  • Maintenance schedules
  • Vendor contracts
  • Emergency contact information
  • Preferred vendor lists
  • Work order information
  • Agency correspondence
  • Other property-related documentation
• Ensure information is current, accessible, and maintained in accordance with HomeSpace procedures.

Technician Work Order Support

• Assist Maintenance Technicians with work order administration, scheduling, and follow-up.
• Help ensure technicians have the information required to complete work orders effectively.
• Support communication between technicians, tenants, agency partners, contractors, and internal teams.
• Identify outstanding or delayed work orders and assist with appropriate follow-up.

Accounting & Tenant Relations

Receivables Management

• Review and prepare receivables to ensure accurate data entry and timely processing of payments.
• Assist with identifying and resolving discrepancies as required.
• Maintain accurate supporting documentation.

Payables Management

• Review and prepare invoices in Payscan for timely and accurate payment processing.
• Verify invoices against appropriate documentation and purchase orders.
• Follow up on missing or incomplete information when required.

Tenant Chargeback Invoicing

• Organize, process, and maintain accurate records of invoices that are billable to tenants, agency partners, or other parties.
• Ensure supporting documentation is complete and properly maintained.
• Coordinate with internal teams to obtain information required for accurate chargebacks.

General Office & Team Administration

• Participate in team meetings and provide updates related to assigned property operations.
• Work closely with Maintenance Supervisors and other Property Management team members to address service-quality concerns involving tenants and agency partners.
• Support effective communication and collaboration across departments.
• Perform general administrative duties as required.
• Assist with project tracking and coordination.
• Support special projects and initiatives as requested by the Asset Manager or other members of the leadership/management team.
• Contribute to a positive, respectful, and collaborative workplace culture.

Qualifications & Skills

Education & Experience

• Post-secondary certificate, diploma, or degree in Office Administration, Business Administration, Property Management, or a related field is preferred.
• A high school diploma combined with a minimum of three years of relevant experience in property management, administration, or a similar operational environment will also be considered.
• Experience working with multiple properties, contractors, vendors, tenants, and/or community agencies is an asset.
• Experience with Accounts Payable and Accounts Receivable functions is preferred.
• Experience with Yardi or similar property management software is an asset.

Knowledge & Abilities

• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, and competing requests in a busy environment.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to establish and maintain effective professional relationships.
• Demonstrated ability to work respectfully and collaboratively with tenants, agency partners, contractors, vendors, and internal teams.
  
• Ability to communicate expectations clearly and professionally.
• Strong critical-thinking and problem-solving skills, with the ability to identify issues and determine appropriate next steps.
• Ability to work independently, take ownership of responsibilities, and follow tasks through to completion.
• Demonstrated ability to develop and maintain project and task tracking systems.
• Basic knowledge of building maintenance and property operations is an asset.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

What Success Looks Like:

Success in this role means being a reliable and responsive operational partner to the HomeSpace team and the people and organizations we work with.

The Property Administrator will:

• Keep information organized, accurate, and up to date.
• Follow through on requests and commitments.
• Communicate clearly and consistently.
• Build strong, respectful relationships with agency partners.
• Help create positive experiences for tenants and service partners.
• Support Maintenance and Property Management teams in keeping work moving forward.
• Identify issues early and ensure they are brought to the right person.
• Take ownership of responsibilities while knowing when to ask for guidance or escalate an issue.
• Contribute to a culture of collaboration, accountability, and service.

At HomeSpace, strong relationships are an important part of strong housing operations. This position helps connect the people, information, and processes that allow us to provide safe, responsive, and sustainable housing for our tenants and the community.