ABOUT GREYSTAR

Greystar is a leading, fully integrated global real estate platform offering expertise in property management, investment management, development, and construction services in institutional-quality rental housing. Headquartered in Charleston, South Carolina, Greystar manages and operates over $300 billion of real estate in over 260 markets globally with offices throughout North America, Europe, South America, and the Asia-Pacific region. Greystar is the largest operator of apartments in the United States, managing more than one million units/beds globally. Across its platforms, Greystar has over $79 billion of assets under management, including approximately $36 billion of development assets and over $30 billion of regulatory assets under management. Greystar was founded by Bob Faith in 1993 to become a provider of world-class service in the rental residential real estate business. To learn more, visit www.greystar.com.

JOB DESCRIPTION SUMMARY

The on-site Non-Licensed Property Administrator/Assistant Manager supports the day-to-day operations of a residential or commercial property portfolio. This role provides administrative, tenant, and building operations support to the Property Manager while ensuring compliance with Alberta laws, regulations and rules.
Because this position is non-licensed, duties exclude any activities restricted to licensed property managers under the Real Estate Act (Alberta) (such as negotiating leases, providing rental advice, or performing licensed trading services).

JOB DESCRIPTION

Key Responsibilities (Allowed for Non-Licensed Staff)

Administrative & Clerical Support

Provide front-desk / office support to the property management team.Answer phone and email inquiries and redirect them appropriately.Schedule property viewings for licensed professionals.Offer administrative support in drafting documents for review, approval and signature by a licensed property manager.Maintain accurate filing systems, property records, and tenant documentation.Assist with data entry, rent rolls, resident lists, and property management software updates.Prepare monthly reports and administrative summaries as directed.

Customer Service & Resident Communication

Respond to general resident inquiries (regarding maintenance, building rules and contact information; not inquiries regarding lease terms).Provide and receive rental applications without discussing terms or eligibility (applications to be reviewed and approved by licensed associates only).Issue operational and informational tenant forms or notices prepared by licensed staff.Coordinate move-in and move-out logistics with tenants and site staff.

Maintenance & Building Coordination

Receive maintenance requests and dispatch work orders to contractors or building staff.Follow up on maintenance completion and update service logs.Assist with vendor coordination, invoicing, and administrative procurement tasks.Help prepare annual inspection schedules and coordinate operational tenant notifications.

Financial & Office Support

Receive rent payments at reception and immediately forward funds to the brokerage’s trust accounting process; security deposits are received by licensed personnel and processed through trust.Assist with invoice coding and budget administration under supervision.Maintain petty cash and office supplies.

RECA Compliance: Restricted Activities (NOT Permitted)

The Non-Licensed Property Administrator/Assistant Manager is prohibited from:

Negotiating, approving, or finalizing any lease or making any tenant-approval decisions.Offering advice related to leases or legal rights and obligations to any party.Interpreting or enforcing lease terms and agreements.Setting rents or making leasing recommendations and decisions.Holding or managing tenant funds (including deposits or any money on behalf of the landlord/tenant).Posting or publishing real estate advertisements.Issuing legal tenancy notices.

Qualifications

Experience in property administration, customer service, or office administration preferred.Strong organizational and communication skills.Ability to manage multiple priorities in a fast-paced environment.Proficiency with property management software (Yardi, MRI, RentCafe, etc.) an asset.Professionalism when interacting with tenants, contractors, and stakeholders.Understanding of confidentiality and compliance requirements.

Important Notice: Greystar will never request your banking details or other sensitive personal information during the interview process. Greystar does not conduct any interviews via text or messaging, and all communication will come from official Greystar email addresses (@greystar.com). If you receive suspicious requests, please report them immediately to AskHR@greystar.com.