Portfolio Administrator

Job Description

Posted Friday, June 12, 2026 at 4:00 AM

Realstar is a fully integrated management firm providing a full range of investment and property management services for the last 50 years. It is one of Canada’s largest multi-residential asset managers on behalf of institutional and private investors. It manages over 22,000 rental apartments in six provinces with an asset value of more than $5 billion. Realstar is headquartered in Toronto, and is part of Realstar Group which has over $9 billion of multi-family, hospitality and alternative real estate assets under management in Canada.  

The Portfolio Administrator is responsible for the financial and administrative support of a designated portfolio of residential properties. The role ensures the accurate processing of revenue transactions, maintenance of tenant accounts, and timely reporting. The Portfolio Administrator acts as a liaison between on-site teams and the corporate office to ensure consistency, accuracy, and compliance with company procedures.

The portfolio will be assigned based on experience and may increase as proficiency develops.

• Accurately process and enter all revenue-related transactions in Yardi, including cash receipts, rental applications, leases, renewals, insurance details, and charge adjustments
• Review and reconcile monthly rent rolls on the first business day of the month and make required adjustments
• Reconcile tenant ledgers and investigate discrepancies
• Process pre-authorized payments (PADs) in Yardi
• Process move-out documentation and issue appropriate refund payments
• Prepare and process collection packages
• Monitor accounts receivable balances and follow up on outstanding amounts
• Generate and review monthly rent, receivables, and management reports
• Identify discrepancies and follow up with Resident Managers and District Managers to resolve issues
• Escalate significant variances or concerns to management as required

• Ensure adherence to company accounts receivable procedures
• Support compliance with applicable residential tenancy legislation when processing rent adjustments and notices
• Maintain organized resident files and centralized documentation
• Support audit requirements and internal controls
• Act as a liaison between Resident Managers, District Managers, and corporate leadership
• Provide information and reporting as requested
• Participate in special projects and process improvements as assigned

• 3 years of administrative, accounting, or property management experience
• Experience working with accounting or property management software (Yardi preferred)
• Proficiency in Microsoft Office applications
• Strong attention to detail and data accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong written and verbal communication skills
• Working knowledge of accounts receivable processes
• Ability to interpret and apply company policies and relevant legislation
• Ability to communicate in French (written, reading and oral) an asset

• Base compensation is $60,
• Annual bonuses based on personal performance
• Extensive and ongoing training programs and a work-smart environment
• Awards for years of service
• Opportunity for career development
• Inclusive and diverse work environment
• Annual holiday parties

This posting is for an existing vacant position within the organization.

Realstar is committed to reflecting the diverse communities we serve. We encourage applications from our diverse communities, including Indigenous Peoples, persons with disabilities, women, visible minorities, LGBTQ+ persons and those who are able to speak fluently in a language(s) other than English.

Realstar supports equal opportunity initiatives. Accommodation will be provided in all stages of the hiring process. Contact us for any accommodation requests, and we will work with you to meet your needs.