Property Administrator

Job description

About Pier 4 At Pier 4, growth creates opportunity. As one of Canada’s fastest-growing real estate investment firms, we’re seeking ambitious individuals who are eager to contribute, grow their careers, and help shape our future. Pier 4 is a Real Estate Investment Trust focused on the acquisition and management of multi-family residential properties. Our portfolio spans three provinces and is driven by a passion for real estate, a commitment to excellence, and years of industry experience. We have been recognized by The Global and Mail’s Report on Business as one of Canada’s Top Growing Companies in both 2024 and 2025 . As a certified Great Place to Work ® . We are committed to fostering a collaborative, high-performing, and innovative workplace where our people can thrive and contribute to our continued success. Master the Details. Power Great Communities. Join a growing team that's passionate about building and maintaining exceptional communities. As Pier 4 continues to expand its multi-family residential portfolio across Nova Scotia, we're seeking an experienced Property Administrator who thrives on organization, accuracy, and keeping operations running smoothly behind the scenes. At Pier 4, you'll be at the centre of the resident experience, from welcoming new residents at move-in to keeping leases, notices, and records accurate and up to date. Working closely with Property Managers, Leasing Agents, and our Accounting team, you'll be part of a team that values precision, accountability, continuous improvement, and resident satisfaction. Reporting to the Manager, Property Administration, the Property Administrator supports the day-to-day operations of our properties through Yardi administration, lease and tenant file management, legal notice processing, vendor coordination, and responsive resident service. This role is ideal for a detail-oriented, proactive professional who enjoys variety, works well under deadlines, and takes pride in getting things right the first time. Key Responsibilities Use Yardi to its full extent to maintain accurate, consistent records across all properties. Process move-ins, including: uploading move-in documents setting up lease charges, insurance, and parking information notifying Accounting of last month's rent (LMR) and parking charges updating all related tracking sheets Process move-outs in Yardi, including: updating tracking sheets confirming pre-authorized debits (PAD) are cancelled advising Accounting to apply LMR and interest to the resident ledger Prepare and process legal notices for all managed properties, in accordance with Nova Scotia residential tenancy requirements. These include rent increase notices, notices to quit, building notices, and resident letters. Monitor resident arrears, issue small balance letters or emails, and ensure balances are accurately updated in Yardi and supporting spreadsheets. Set up and remove lease charges, such as parking, as required. Serve as a key point of contact for residents by responding to questions by phone and email, maintaining up-to-date resident files, and escalating concerns where needed. Log, schedule, and track maintenance requests in Yardi, partnering with Property Managers to ensure timely follow-up and resolution. Assist with updating and producing weekly Management Reports for each property in collaboration with Property Managers and Property Accountants. Process purchase orders and invoices for approval, complete bank runs, and forward copied cheques to Accounting for processing. Coordinate vendor services and contracts, ensuring all vendor insurance and Workers' Compensation Board (WCB) clearance certificates are current and accurate. Work with Property Managers and Leasing Agents to ensure rental information is accurate and up to date. Support the Manager, Property Administration in creating and maintaining Health and Safety protocols. Identify opportunities to leverage technology and improve operational efficiency. Crucial Knowledge, Skills Working experience with Yardi property management software. Exceptional attention to detail and accuracy. Highly organized, with a strong ability to prioritize, multi-task, and follow up consistently. Excellent interpersonal, written, and verbal communication skills, with a resident-focused approach. Ability to work independently and collaboratively within a team environment. Comfortable working in a fast-paced, deadline-driven environment. Commitment to discretion and confidentiality when handling resident and financial information. Strong computer skills, including Microsoft Office (Excel, Word, Outlook). Education & Experience Required Post-secondary degree or diploma, or an equivalent combination of education and experience. Minimum of 2 years of residential property administration experience. Working knowledge of the Nova Scotia Residential Tenancies Act and Residential Tenancies Program processes. Eligible to work in Canada and able to successfully pass a criminal background check. Additional Details Competitive Salary Range: $45,000 – $65,000. Work Arrangement: Fully on-site, 5 days a week at our Nova Scotia location. Comprehensive Total Rewards Package: Competitive compensation and benefits program. Extended Long Weekends: Enjoy regular 4-day long weekends throughout the year on every statutory holiday. Company Culture: Frequent team-building activities, social events, and employee celebrations. Diversity, Equity, and Inclusion At Pier 4, we believe that diverse perspectives, experiences, and backgrounds strengthen our team and drive better outcomes. We are committed to fostering an inclusive workplace where all employees feel respected, valued, and empowered to contribute their unique talents. We are committed to ensuring a fair, accessible, and transparent recruitment process. Accommodations are available upon request throughout all stages of the hiring process for candidates who require them. Our Hiring Commitment We believe that hiring decisions should be based on meaningful human interactions and a thorough evaluation of each candidate’s skills, experience, and potential. As a result, artificial intelligence (AI) is not used to screen, evaluate, rank, or make hiring decisions on candidates. Every application is reviewed by members of our hiring team to help ensure a fair, equitable, and personalized assessment process.