property administrator

Are you highly organized, detail-oriented and great at keeping multiple moving pieces on track?

Blackline is seeking a motivated and tech-savvy part time *Property Administrator ? Maintenance* to join our Multi-Residential Property Management team. The in office hours are 10am to 2pm.

This position is focused specifically on the *coordination, administration and follow-up of maintenance and repair activities* throughout our residential rental portfolio. The successful candidate will work closely with Property Managers, tenants, maintenance staff and outside contractors to ensure maintenance requests are properly documented, prioritized, scheduled, communicated and followed through to completion.

This is an ideal position for someone who enjoys problem-solving, coordinating people and schedules, working with contractors, and making sure nothing falls through the cracks.

Primary Responsibilities Maintenance Request & Work Order Management

• Receive maintenance and repair requests from tenants by telephone, email, RentCafe and other company platforms.
• Review incoming maintenance requests to ensure sufficient information has been provided.
• Enter and maintain accurate work orders within Yardi and other applicable systems.
• Determine the appropriate next steps and assign work orders to internal maintenance staff or outside contractors as directed.
• Prioritize work orders based on urgency, health and safety concerns, potential property damage and operational requirements.
• Identify emergency or high-priority maintenance issues and immediately escalate them to the appropriate Property Manager or team member.
• Track all open work orders from initial request through to completion.
• Regularly review outstanding work orders and follow up with maintenance staff, contractors and tenants.
• Ensure completed work orders contain appropriate notes and documentation before being closed.
• Follow up with tenants when necessary to confirm work has been completed or determine whether additional work is required.
• Maintain accurate and detailed maintenance histories for units and properties.

Tenant Communication & Scheduling

• Act as a primary administrative contact for tenants regarding maintenance and repair requests.
• Communicate professionally with tenants regarding the status of maintenance requests.
• Schedule maintenance appointments and coordinate access to rental units.
• Prepare and distribute notices of entry where required.
• Coordinate appointment times between tenants, maintenance staff and contractors.
• Notify tenants of scheduling changes, delays or additional work that may be required.
• Prepare and distribute building notices related to maintenance activities, inspections, repairs, water shut-offs, service interruptions and other building work.
• Document tenant communications related to maintenance issues.
• Handle tenant concerns regarding outstanding repairs professionally and escalate issues when appropriate.

Contractor & Vendor Coordination

• Contact and schedule approved contractors and service providers for repairs and maintenance.
• Provide contractors with the information required to properly assess and complete service calls.
• Coordinate contractor access to buildings and rental units.
• Communicate with tenants regarding contractor appointments and access requirements.
• Follow up with contractors regarding outstanding service calls, quotes and incomplete work.
• Obtain quotes for maintenance and repair work when requested.
• Track approved quotes and ensure work is scheduled once authorization has been received.
• Maintain accurate contractor and vendor contact information.
• Maintain current contractor documentation, including insurance and WSIB information where applicable.
• Assist with evaluating contractor responsiveness and recurring service issues.
• Ensure contractor invoices can be matched to the appropriate property, work order or approved work.

Inspections & Deficiency Tracking

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