Westcorp Property Management Inc. Looking for Office Administrator at Edmonton, Alberta, Canada Full Time

Westcorp is seeking a capable Office Administrator for the Windsor Park Plaza/Lofts and Galen Lofts properties, comprising 787 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

• Perform operational support services and general office administration.
• Process the daily debit log and generate a deposit slip for each deposit.
• Post all debit and cheque payments in Yardi.
• Generate and issue monthly rent invoices to residents & third-party payers when requested and coordinate with accounting all resident invoicing, refunds, reversals, and resident referrals.
• Ensure accurate and consistent billing of charges, including rent and any other applicable fees.
• Monitor delinquent accounts and implement appropriate collection procedures.
• Issue notices for outstanding balances, credits, evictions, NSFs, and other communications with tenants.
• Conduct inspections for non-payment of rent.
• Actively and efficiently collect, monitor, and reconcile all outstanding residential accounts (current and past) and regularly report the same to collect 100% of all monies owed to the property.
• Generate and analyze reports related to accounts receivable, providing regular updates to management on outstanding balances and collection efforts (for current and past residents).
• Working with past residents to establish payment plans when necessary and escalating collection matters as needed.
• Investigate and resolve discrepancies or issues related to resident payments.
• Respond promptly to resident inquiries regarding billing, payments, and account details.
• Collaborate with other departments to address and resolve any payment-related issues.
• Move residents into Yardi CRM system and audit move-in procedures.
• Manage and audit the resident referrals and work with the Property Accountant to apply to resident ledgers.
• Monitor the set up of parking rentals for tenants and maintain those lists for availability.
• Process cancellation forms (parking, pets, etc.) and ensure compliance with cancellation guidelines.
• Perform audits to ensure accurate and complete resident documentation (including but not limited to parking, demographic, pet, and contact information) and that we meet RTA regulatory timelines.
• Assistance to residents with RentCafé setup when needed.
• Code invoices through Yardi Elevate for approval by the Property Manager.
• Update and manage the monthly PO accrual reports.
• Support the Sr. Regional Property Manager in the administrative tasks of the suite renovation program. This includes submitting and receiving purchase orders and completing all reporting required by this program.
• Act as support to the reception role in their absence or when required. This includes becoming backup to manage the office equipment, ordering office supplies, and managing the Guest Suite, as well as the Snaile locker and ButterflyMX entry systems. Includes assisting leasing with resident moveout packages and the dog DNA program.
• Support the maintenance administrator assisting with resident NTEs and common area posted notices as well as on Yardi RentCafe.
• Monitor a ticketing system for various tasks to be completed.
• Ensure compliance with the Residential Tenancies Act in all procedures.
• Execute all work safely and professionally and comply with Occupational Health and Safety Legislation guidelines.
• Ensure local, provincial, & federal laws and regulations are being observed in the community.
• Ensure comprehension and compliance with all Westcorp Playbook policies.
• Positively embrace Westcorp Corporate Values.
• 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), Yieldstar and 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

Working at Westcorp

Headquartered in Edmonton, Westcorp Property Management Inc. is a vertically integrated company that creates, invests in and manages residential, commercial, and hotel properties. Westcorp operates in Edmonton, Calgary, Kelowna, and Bonnyville, and they are committed to significant growth in the coming years. Based on its existing development land holdings, Westcorp confidently expects to double the size of its portfolio in the next 5-7 years.

Westcorp is proud to be an equal opportunity workplace and is an affirmative-action employer. We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.

Westcorp employs 200 people with decades of combined, extensive and successful experience. We provide our employees with a work environment that promotes professional and personal development.

Our approach to employee attraction and retention is straightforward We want the best of the best. To attract the ‘best of class’ and the best new entrants to the real estate field, Westcorp provides

• Our Westcorp Values of Integrity, Vitality, Accountability, Results, Collaboration, Learning, and Innovation
• Competitive wages
• Comprehensive benefits package including a Health Spending Account
• Employee assistance program
• Career plan
• Recognition programs
• Professional development learning
• An exceptional work environment
• A mentoring culture