Administration & Resident Services Coordinator
Job in
Halifax, Nova Scotia, Canada
Listing for:
Hazelview Properties
Full Time
position
Listed on 2026-06-04
Job specializations:
-
Administrative/Clerical
Business Administration, Real Estate Agent
-
Real Estate/Property
Business Administration, Real Estate Agent
Job Description & How to Apply Below
ABOUT THE ROLE
As a Administration & Resident Services Coordinator, you play a vital role in creating an exceptional living experience for residents and prospects alike and support leasing through primary through an administration lens, ensuring smooth operations and a high standard of service.
KEY RESPONSIBILITIES
Administration, Arrears & Compliance
Maintain detailed and accurate resident records, including lease files, payment histories, and correspondence.Generate regular arrears, occupancy, and operational reports for property management review.Manage rent arrears processes, including tracking outstanding balances, issuing notices, and coordinating follow-ups with residents.Prepare and process all required tenancy board documentation, including applications, notices, and supporting files.Ensure all documentation and processes align with applicable Residential Tenancies legislation and internal policies.Respond promptly to inquiries via phone, email, and in-person interactions, providing best-in-class customer service.Resident Communication & Notices
Prepare and distribute all resident communications, including rent notices, entry notices, policy updates, and general correspondence.Respond to resident inquiries related to accounts, notices, and administrative matters in a professional and timely manner.Ensure consistency, accuracy, and compliance in all written communications.Leasing & Operational Support
Provide administrative support to leasing activities, including preparing lease documents, renewals, and move-in packages.Assist with prospect follow-up, application processing, and screening when required.Support the coordination of move-ins and move-outs, ensuring all documentation is complete and accurate.Maintain rent rolls and update leasing and occupancy data in internal systems.Provide leasing coverage as required which may include personalized property tours showcasing unique features, amenities, and the Story Brand experience.Collaborate with property operations and maintenance teams to ensure suite readiness and service excellence.Ensure brand consistency in all resident communications, marketing materials, and community touchpoints.Collaborate with the Development team during turnover, commissioning, and early occupancy phases to ensure seamless handover, operational readiness, and resident satisfaction.Reporting & Systems Management
Prepare weekly and monthly reports related to arrears, occupancy, renewals, and resident activity.Track lease expiries and support renewal planning through reporting and coordination.Provide weekly absorption reporting to Development and Investments teams, highlighting leasing performance, traffic trends, and conversion metrics.Ensure data integrity across property management systems (e.g., Yardi or equivalent).Support audits and file reviews to ensure compliance and accuracy.Track market rents, concessions, and competitor activity; support in market surveys and pricing recommendations.Resident & Community Experience
Provide attentive, professional, service-oriented support to residents, particularly related to accounts and administrative inquiries.Anticipate and proactively address resident inquiries and concerns, ensuring timely and thorough resolution.Communicate with new residents in advance of move-in; follow up within 2 days to ensure satisfaction.Support the planning and execution of resident engagement initiatives and community events.Offer concierge-style support by connecting residents with local services, amenities, and events.Support general office operations and contribute to an organized, efficient work environmentQualifications & Experience
Post-secondary degree/diploma in business administration, hospitality, real estate, or a related field, or equivalent experience.3+ years’ experience in administration, property management, hospitality, or customer experience roles.Experience with arrears collection, and strong understanding of residential tenancy processes and documentation requirementsExceptional communication, interpersonal, and customer service skills.Highly organized with strong time management and attention to detail.Self-motivat…
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