Property Administrator

Join Our Team at Paragon!

Paragon is one of Winnipeg’s largest, privately-owned real estate companies specializing in the development of sustainable, purpose-built multifamily rental properties. With over 15 years of experience, Paragon offers end-to-end real estate services including acquisition, development, construction management and long-term property management. With $800M+ in projects under development, we are expanding our team to support our continued growth.

At Paragon, we believe in fostering an environment where our employees can thrive professionally and personally. We offer a comprehensive benefits package, career development opportunities and a dynamic workplace culture that embodies The Paragon Way.

The Role:

We’re looking for a full-time Property Administrator to be the operational heartbeat of our residential portfolio. You’ll be the go-to for residents, a support to our resident managers and maintenance team, and a key player in the day-to-day operations of our growing portfolio.

Key Responsibilities:

Resident Relations

• First point of contact for Resident Managers in handling resident concerns, policy clarification, and procedural follow-through.
• Respond to escalated inquiries from residents that cannot be resolved at the site level, ensuring issues and are addressed professional and in alignment with our values and policies.
• Maintain resident communication records in Yardi to ensure team-wide visibility. Support the delivery of resident-facing initiatives including welcome packages, communication templates, and seasonal announcements.
• Escalate complex issues to the Senior Property Manager or oversight when necessary.

Lease Management

• Oversee the administrative processing of lease agreements, renewals, and terminations initiated by site teams or leasing agents, ensuring accuracy and timely updates to Yardi/RentCafe.
• Regular follow up with Resident Managers on renewal statuses, pending notices, and lease execution to ensure deadlines are met.
• Oversee the digital creation of resident files and compiling all incoming documentation beginning from the application process throughout the lifecycle of a resident.
• Support the re-rental process by flagging upcoming vacancies and communicating information to the leasing and marketing teams.
• Maintain and update standard lease templates and renewal notices in line with company policy and current legislation.

Budgeting / Financial Reporting and Accounts Receivable

• Support the Senior Property Manager and Senior Property Accountant with the annual budget process for the portfolio; as well as regular financial reporting to owners as required.
• Regularly review accounts receivable reports in collaboration with Resident Managers on outstanding payments, credit balances or documentation gaps.
• Track monthly security deposit reconciliations, coordinating with site staff to confirm move out charges and ensuring timelines are met for reporting and resident communication.

Property Maintenance Administration

• Maintain oversight of incoming maintenance requests submitted by site staff or residents, ensuring proper logging and status updates in Yardi/RentCafe.
• Coordinate with the Maintenance Technician and Resident Managers to ensure timely responses and resolution of open requests; flag aging or recurring issues for leadership review.
• Support the Maintenance Technician in seasonal and contract-based maintenance (e.g. snow, lawn, HVAC) by ensuring agreements are on file, schedules are communicated, and vendors are performing as expected.
• Assist in organizing and documenting unit turnovers, collaborating with site staff to verify cleaning, repairs, and readiness for incoming residents.
• Participate in internal property inspections, as well as semi-annual unit inspections alongside the Senior Property Manager or Resident Managers, documenting findings and supporting follow-up task management.

General Administration

• Maintain accurate resident files, lease documents, property records, and vendor information in Yardi, SharePoint, and other internal systems — ensuring all files meet compliance and internal audit standards.
• Ensure adherence to the Manitoba Residential Tenancies Act and internal policies, escalating to management for review when necessary.
• Assist in the rollout of new processes, procedures, and system updates, contributing to documentation, communication, and internal training resources where needed.
• Support the onboarding of new properties or portfolios, including digital file setup, system entries, key tracking logs, insurance documentation, and utility onboarding.
• Offer support to all team members as necessary and when requested.

The ideal candidate will possess:

• Completion of Grade 12 or equivalent.
• 3-5 years of progressive experience in resident property management or portfolio operations, ideally supporting multiple buildings.
• Knowledge and experience with navigating the Manitoba Residential Tenancies Act, Policy and Guidelines, and procedures.
• Competent in utilizing various software and web-based platforms including Microsoft 365, Yardi (or similar programs), and SharePoint.
• Proven ability to stay organized in a fast-paced environment balancing priorities across different departments.
• Ability to problem solve with minimal direction; be cognitively aware of when to escalate issues to upper management for further direction.
• Strong sense of confidentiality, tact and diplomacy.
• Interest in learning and growing – whether it is new systems, internal processes, or personal skill development.
• Valid driver's license and reliable vehicle.
• Ability to provide a clear Criminal Record Check upon request.

Why Join Us?

• Work on high-impact multi-family residential projects in Winnipeg.
• Be part of a dynamic, growing company that values collaboration and innovation.
• Competitive compensation package, benefits and professional development support.
• A workplace culture built on trust, teamwork and excellence.

If you’re a property management professional with a passion for resident relations, we’d love to hear from you!

Join Paragon Living and shape the future of Winnipeg’s real estate landscape. Apply today!

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