Community Administrator

Community Administrator

At Regional Group, we're not your typical real estate company – we are driven by our mission of enriching communities and creating places where people thrive. We are innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. As a fully vertically integrated real estate company, we bring together expertise in development, construction, asset management, and property operations to deliver exceptional value and experiences. Through our homebuilding division, eQ Homes, we continue to set the standard in home innovation and sustainable living With a $5+ billion pipeline of commercial, mixed-use, and residential projects across Ontario and Quebec, and a management portfolio exceeding 2.9 million square feet of commercial space and 2,000 residential units. With this legacy as our foundation, we strive to be the real estate company of choice for our customers, partners, and communities.

At Regional Group, we believe our people are our greatest strength and foster a culture of lifelong learning, fearless innovation, and integrity. We strive to elevate the ordinary into the extraordinary—through our projects, our decisions, and our impact on the communities we serve. Passion drives everything we do, inspiring us to deliver our best work and turn challenges into opportunities.

About the Role

As a Community Administrator, you will provide administrative and operational support to the Property Manager, Sr. Property Administrator and site team to ensure the efficient day‑to‑day operation of a residential high rise rental property consisting of 161 units. This role serves as a primary point of contact for tenants and vendors, handling correspondence, service requests, documentation, leasing and general office administration while maintaining a high standard of customer service and regulatory compliance.

Key Responsibilities:

Tenant & Customer Service

• Act as the first point of contact for tenant inquiries via phone, email, and in person
• Receive, log, track, and follow up on tenant service and maintenance requests to resolution
• Prepare and distribute tenant communications, notices, and general correspondence
• Assist with complaint resolution (e.g., noise, building concerns) and document actions taken
• Support move‑ins, move‑outs, and unit inspections by preparing related documentation
• Carry out leasing duties

Administrative & Office Support

• Maintain accurate tenant files, master lists, service logs, and building records (digital and paper)
• Prepare reports, spreadsheets, and tracking logs related to service requests, keys, parking, leasing, heating and other building operations
• Assist with drafting letters and memos for property management
• Coordinate office supplies and administrative systems for the site
• Prepare lease and supporting documents for review and signing

Maintenance & Vendor Coordination

• Dispatch service requests to maintenance staff or external contractors
• Track work orders, completion dates, and outcomes
• Communicate updates between tenants, maintenance staff, and management
• Maintain vendor contact lists and service documentation

Financial & Documentation Support

• Assist with invoice processing, coding, and submission for approval
• Track work orders against invoices to ensure accuracy
• Support rent administration tasks as assigned (e.g., notices, ledger support, N4, N8)

Compliance & Record Keeping

• Ensure documentation complies with company policies and applicable residential tenancy regulations
• Maintain confidential tenant and building information in accordance with privacy standards
• Assist with inspections (unit and building) and regulatory documentation as required

About you

• Post‑secondary education in Office Administration, Property Management, or a related field (or equivalent experience)
• 3+ years of administrative experience, preferably in residential property management or real estate
• Strong organizational and time‑management skills
• Excellent written and verbal communication skills
• High attention to detail and ability to manage multiple priorities
• Proficiency with Microsoft Office (Word, Excel, Outlook) and property management systems
  

Why Join Us:

Join a values driven culture:

• People
  • We believe our people are our greatest strength. We encourage our people to pursue lifelong learning, share new perspectives, and empower them to challenge fearlessly in the pursuit of going a level above and doing the right thing.
• Elevate
  • We strive to elevate the ordinary into the extraordinary in every action, every decision, and every community. We look for opportunities to go a level above, to elevate and evolve, encouraging innovation to consistently surprise and delight our stakeholders.
• Passion
  • Passion drives our commitment to deliver our best work for the communities we serve. With love for what we do, we naturally go a level above, see obstacles as opportunities, and let our passion fuel our ambition to be the best.
• We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement.
• We take pride in shaping real estate in Ottawa for over 60 years.
• Enjoy competitive pay and incentives.

This position is to fill one (1) existing vacancy. The salary range for this role is $42,000 – $50,000/year.

Regional Group is an equal-opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs.