Front Desk Administrator Real Estate Brokerage & Westhaven Property Management

The Front Desk Administrator provides telephone and other administrative support to the Agents and Management of the Office and our Property Management sector, reporting directly to the Supervising Manager. Our front desk administrator will be expected to help our real estate agents coordinate meetings along side responding to incoming inquiries from tenants and other clients in an organized and timely fashion.

This is a great opportunity for a resourceful and self-motivated individual to join a company still in its foundational development and growing exponentially. Our Property Management team at Westhaven Group offers a friendly, innovative and collaborative work environment in Toronto. Our talented team drives our success, and we support each individual in fulfilling his or her potential.

Responsibilities:

  • Answer telephone using switchboard in a courteous, efficient and professional manner, routing all calls proficiently.

  • Extends hospitality to executives upon office visits and phone calls.

  • Supply appropriate information to callers, relaying messages.

  • Gain and display knowledge on a weekly basis of all regional office property listings and advertised properties ensuring calls are routed to correct agent.

  • Answering calls for management office, forwarding emails, answering emails.

General Duties and Brokerage Tasks:

  • Greet and announce visitors in a courteous, professional manner, offering refreshment to each visitor upon request.

  • Working closely with experienced property managers and real estate agents in both residential and commercial buildings

  • Working with supervisor daily on administration including mail outs, emails, filing, answering phones, stocking office inventory, etc.

  • Using iMpact, data entry of new listings into MNet, create paper listing files and work with Supervising Manager to activate new listings in a timely manner (optional)

  • Cross-trained on all back office brokerage tasks

  • Send and receive information via Outlook (email) as well as distribute any additional information through hard copies in Agent/Staff in-boxes.

  • Maintain cleanliness and organization of the kitchen, reception and conference room areas before and after each meeting, as well as at opening and closing of the office. Work with Brokerage/ Management Staff to keep all office areas neat, clean and organized.

  • Maintain a conference room schedule, reserving rooms for client meetings and various presentations.

  • Keep monthly inventory on all office and coffee supplies and place necessary supply orders on a regular basis, keeping costs in check.

  • Handle any errors in shipments and deliveries, working with the Supervising Manager to find best solutions.

  • Process daily mail and faxes (incoming & outgoing) and possible agent mass mailings in a confidential manner. Keep fax machines supplied with paper and toner and prepare the machine on Friday for weekend use.

  • Update office roster(s), verifying new agent or staff information with Supervising Manager.

  • Perform other duties as assigned by Management and Royal Le Page Brokerage

Required Knowledge and/or Experience:

  • Proficient in Microsoft Office

  • Knowledge of Nexone and QOC (optional)

  • Strong organizational skills, written and verbal skills, and attention to detail

  • Self motivated - performs with little direction - desire to progress to higher level staff positions

  • Desire to bring out the best from a variety of personalities

  • Professional front office appearance, dress and demeanour

  • 1 Year Admin Experience, Post-Secondary Diploma

  • Drivers License Required


Westhaven Property Management is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment process. Please advise the Resource Department to ensure your accessibility needs are accommodated throughout the process.

Accounting Professional

Westhaven Property Management is seeking a Property Accountant to fill a full-time and permanent role, responsible for the full cycle accounting and reporting to the Chartered Accountant. This is a great opportunity for a hard-working and motivated individual to join a company still in its foundational development and growing exponentially. The ideal candidate is someone who has excellent problem solving skills, attention to detail, strong analytical and communication skills along with solid experience with full cycle accounting.  Decline oriented and the ability to manage multiple priorities is a must. A team player with positive attitude, the candidate will work along a team of fiancé professionals and the operations team. 

Key Responsibilities

  • Full cycle A/P and A/R for a portfolio of residential and commercial properties

  • Input journal entries into YARDI and review coding of invoices to ensure precise posting in general ledger

  • Prepare monthly journal entries and A/R adjustments

  • Monitor banking deposits & daily balances, prepare cash flow projection

  • Prepare and review monthly, quarterly, and yearly financial statements and ensure all monthly reporting deadlines are met

  • Analysis capital & operational costs that incurred and coordinate with yearly budgets

  • Prepare and maintain information for year-end and reporting

  • Prepare and post payouts to owners on a quarterly basis

  • Prepare monthly bank reconciliation 

  • Prepare monthly accounts receivable and LMR reconciliation

  • Complete other accounting related duties, as required

Experience and Qualifications

  • Diploma or degree in accounting

  • Minimum 2 years of experience in full cycle accounting

  • Experience using Yardi Family of software (i.e. Genesis 2) is an asset

  • Strong understanding of the bookkeeping cycle, beyond the process

  • Knowledge of real estate/property management is an asset

  • Fully proficient in Microsoft Office (Word, Excel, and Outlook)

  • Exceptional verbal, written, and interpersonal communication skills

  • Able to work independently and take initiative

  • Enjoys working in a fast-paced environment

  • Attention to detail and ability to multitask

  • Exceptional time management skills

  • Professional and patient demeanor

  • Personal ethics, honesty, and integrity

  • Advanced organizational skills

  • Strong verbal and written command of English

We thank all applicants, only those candidates invited to interview will be contacted.


Westhaven Property Management is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment process. Please advise the Resource Department to ensure your accessibility needs are accommodated throughout the process.