Administrative Assistant - 2-Month Contract

Recruiting in Motion; Surrey; On-site; CAD 42,000 - 54,000; Full time

Job summary

Recruiting in Motion is seeking an Administrative Assistant for Property Management to provide administrative and operational support for the Property Management and Operations teams in Surrey, BC.

You will liaise with tenants, manage records, assist with accounts receivable, and coordinate day-to-day office tasks in a 100% onsite role.

Qualifications

• Experience in administrative support, preferably within property management, real estate, or a related industry.
• Strong organizational and time-management skills to manage multiple priorities.
• Excellent written and verbal communication skills with a professional and customer-focused approach.
• Experience supporting accounts receivable, invoice follow-ups, or basic collection activities is an asset.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with MRI or other property management software is considered an asset.

Responsibilities

• Serve as the first point of contact for tenant inquiries and manage shared inboxes and phone lines.
• Coordinate day-to-day tenant requests and provide administrative support for a positive tenant experience.
• Maintain and update accurate tenant records and collect insurance certificates for tenants and vendors.
• Support daily property operations, meetings, trackers, and follow-up communications.
• Assist with accounts receivable activities, including rent and invoice follow-ups.

Skills

Customer service

Organizational skills

Communication

Time management

Attention to detail

Tools

Microsoft Office

MRI

Job description

The Administrative Assistant, Property Management provides administrative and operational support to the Property Management and Operations teams, ensuring the efficient day-to-day administration of the property portfolio. This role serves as a primary point of contact for tenant inquiries, supports tenant onboarding and offboarding, maintains accurate tenant records, and assists with various property management, financial, and office administration activities.

The successful candidate is highly organized, detail-oriented, and customer-service focused, with the ability to manage multiple priorities while maintaining strong relationships with tenants, vendors, and internal stakeholders. This role is 100% onsite based out of their main office in Surrey, BC.

Key Responsibilities

Tenant Relations & Customer Service

• Serve as the first point of contact for tenant inquiries, managing shared email inboxes and phone lines and ensuring requests are acknowledged, tracked, and addressed in a timely and professional manner.
• Coordinate day-to-day tenant requests and provide administrative support to ensure a positive tenant experience.
• Assist with tenant communications, updates, and general correspondence.

Tenant Administration & Records Management

• Coordinate tenant onboarding and offboarding processes, including collecting and tracking tenant contact information, EFT/PAD documentation, emergency contacts, and move-in/move-out documentation.
• Maintain and update accurate tenant records, including contact details, phone numbers, and emergency contact information.
• Collect, review, and record insurance certificates for tenants, contractors, and vendors, ensuring documentation is maintained in tenant files and the MRI property management system.
• Support property management transition initiatives through data validation, document organization, file management, and tenant information updates.

Property Management & Operational Support

• Work closely with the Property Management and Operations teams to support daily property operations and administrative requirements.
• Coordinate meetings, maintain action item trackers, and assist with follow-up communications relating to tenant, vendor, and property-related matters.
• Provide administrative assistance to the Property Manager on various initiatives, including year-end processes and RAN packages.
• Assist with additional administrative and operational duties as required.

Accounts Receivable Support

• Contact tenants regarding outstanding rent, miscellaneous invoices, and account balances to encourage timely payments.
• Assist with monitoring outstanding receivables and supporting collection follow-ups.
• Maintain accurate records of tenant communications and payment-related follow-ups.

General Office Administration

• Support general office management, including maintaining office supplies, organizing records, and managing correspondence and filing systems.
• Assist with banking, reception, and other general administrative duties as required.
• Ensure administrative records and documentation are organized, accurate, and readily accessible.

Qualifications & Experience

• Previous experience in an administrative support role, preferably within property management, real estate, or a related industry.
• Strong organizational and time-management skills, with the ability to manage multiple responsibilities and competing priorities.
• Excellent written and verbal communication skills, with a professional and customer-focused approach.
• Strong attention to detail and accuracy when handling documentation, tenant records, and financial information.
• Experience supporting accounts receivable, invoice follow-ups, or basic collection activities is an asset.
• Proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with MRI or other property management software is considered an asset.
• Ability to work independently while collaborating effectively with a broader property management team.

Key Skills & Competencies

• Strong customer service and relationship management skills.
• Excellent administrative, organizational, and coordination abilities.
• High attention to detail and accuracy.
• Professional communication and interpersonal skills.
• Proactive approach to problem-solving and follow-up.
• Ability to manage confidential information with discretion.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.