Administrative Assistant jobs in Ottawa, ON

Administrative Assistant / Leasing Agent – Multi-Residential Rental Complex

Term Position - Maternity Leave

Shelter Canadian Properties Limited

Shelter Canadian Properties Limited is a privately owned Canadian corporation established in 1990 and the successor to several Canadian real estate companies that have operated since 1947. Headquartered in Winnipeg, Manitoba, Shelter manages residential, condominium, and commercial properties across Canada and employs approximately 300 administrative, accounting, and operational professionals.

Our mission is to provide residents with affordable, secure housing while delivering exceptional customer service and maintaining the highest standards of property management.

We are currently seeking a professional, organized, and customer-focused Administrative Assistant / Leasing Agent to join our team at a multi-residential apartment community in Ottawa, Ontario.

This is an excellent opportunity for an enthusiastic individual who enjoys working in a fast-paced environment, providing exceptional customer service, and contributing to the successful operation of a residential community.

Position Summary

Reporting directly to the Property Manager, the Administrative Assistant / Leasing Agent provides administrative support while coordinating leasing activities and delivering outstanding service to current and prospective residents. The successful candidate will play a key role in maintaining occupancy, supporting daily office operations, and fostering positive resident relationships.

Key ResponsibilitiesAdministrative Responsibilities

• Maintain the Tenant Payment Record (TPR) system.
• Issue receipts for rental and other tenant payments.
• Prepare rent collection reports and bank deposits.
• Maintain vacancy reports and suite availability lists.
• Prepare Last Month’s Rent (LMR) schedules.
• Maintain accurate tenant files, lease documentation, and supplier records.
• Prepare tenant correspondence, including lease renewals, notices to vacate, and rent arrears notices.
• Prepare purchase orders for Property Manager approval.
• Order and maintain office supplies.
• Prepare reports, correspondence, and other administrative documents.
• Assist the Property Manager with daily office operations and special projects.
• Perform other duties as assigned.

Leasing Responsibilities

• Welcome prospective residents and provide exceptional customer service.
• Conduct professional property tours and showcase available suites.
• Explain rental rates, amenities, policies, and lease terms.
• Process rental applications, including credit and reference checks.
• Prepare tenancy agreements and leasing documentation.
• Coordinate move-in and move-out administration.
• Collect rental payments when required.
• Respond promptly and professionally to tenant inquiries and maintenance requests.
• Monitor local rental market conditions and competitor activity.
• Support occupancy and leasing goals through effective marketing and resident service.

QualificationsEducation

• Secondary School Diploma required.
• Post-secondary education in Business Administration, Property Management, Real Estate, or a related field is considered an asset.

Experience

• Minimum one (1) year of administrative office experience.
• Experience in residential property management, leasing, real estate, or customer service is considered an asset.

Skills & Qualifications

The ideal candidate will possess:

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Exceptional organizational and time-management abilities.
• Close attention to detail and accuracy.
• Ability to manage multiple priorities in a busy office environment.
• Professional judgment, discretion, and confidentiality.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with property management or leasing software is an asset.
• Knowledge of Ontario residential tenancy legislation is considered an asset.
• Valid Ontario Driver’s Licence and reliable transportation are considered assets.

Personal Attributes

We are looking for someone who is:

• Friendly, approachable, and professional.
• Highly organized and detail-oriented.
• Self-motivated and able to take initiative.
• Dependable and accountable.
• A strong team player with a positive attitude.
• Passionate about delivering outstanding customer service.
• Committed to maintaining a welcoming residential community.

Compensation & Benefits

We offer a competitive compensation package, including:

• Starting salary from $52,000 per year
• Commission opportunities
• Comprehensive health and dental benefits
• Extended health care
• Disability insurance
• Life insurance
• Vision care
• On-site parking
• Ongoing training and professional development
• Permanent, full-time employment

Language

• English (required)
• Bilingual (English/French) is considered an asset.

Work Schedule

• Full-time
• Permanent
• In-person

Why Join Shelter Canadian?

At Shelter Canadian Properties Limited, you’ll become part of an established and respected property management organization committed to providing quality housing and exceptional resident service. We invest in our employees by offering a collaborative work environment, opportunities for professional growth, and the resources needed to build a rewarding career.

Equal Opportunity Employer

Shelter Canadian Properties Limited is an Equal Opportunity Employer. Accommodation is available throughout all stages of the recruitment and selection process in accordance with applicable accessibility legislation. Applicants requiring accommodation are encouraged to make their needs known in advance.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Job Types: Tern Position - Maturnity Leave -Full-time, Permanent

Salary: From $52,000 per year, plus commission opportunities.

Job Type: Commission
Contract length: 12 months

Pay: From $52,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off

Work Location: In person