Administrative Assistant, Property Management

Hungerford Properties; Vancouver; Hybrid; CAD 60,000 - 65,000; Full time

Job summary

An established industry player is seeking a Property Management Administrative Assistant to join their dynamic team. This hybrid role offers a unique opportunity to work in a vibrant environment while supporting property management operations. The ideal candidate will be self-motivated, detail-oriented, and possess strong interpersonal skills, ensuring effective communication with both clients and team members. With a competitive salary and a range of benefits, including flexible work options and professional development support, this position is perfect for individuals looking to grow their career in property management. Join a company that values teamwork and community involvement in one of the most livable cities in the world.

Benefits

Hybrid Workplace Environment

12 Weeks Parental Leave Top-Up

Paid Vacation Time

Paid Education Days

Health Coverage

Monthly Transportation Allowance

Paid Volunteer Time

Company-wide Holiday Break

Learning & Development Support

Qualifications

• Minimum two years of experience in a high volume administrative role.
• Experience in property management or real estate administration is an asset.

Responsibilities

• Coordinate and attend meetings, taking minutes and action items.
• Provide administrative support for all IPP properties.
• Engage with tenants on rent billing and service requests.

Skills

Interpersonal Skills

Attention to Detail

Customer Service Orientation

Organizational Skills

Communication Skills

Education

High School Diploma

Post-secondary Education in Business or Related Field

Tools

Microsoft Office Suite

DocuSign

Adobe Acrobat

Yardi

Job description

The Candidate and Responsibilities

The Property Management Administrative Assistant position is a hybrid role, based in Vancouver, BC.

Applicants for this position will be self-motivated individuals with a high degree of initiative who possess strong interpersonal skills, be attentive to detail, and able to build and maintain trusting relationships. The Candidate will also be aligned with the Core Values of Hungerford Properties.

The incumbent will report to the Senior Manager of Property Management and be active in the following primary responsibilities both in an individual and team setting:

General Administration Accountability

• Coordinate and attend internal/external meetings, as required, taking minutes and action items for follow-up
• Update Property Management tracking sheets regularly to ensure accurate reporting for inter-departmental meetings and reporting purposes
• Gather data and provide initial review comments for Property Management reports as needed
• Provide support on property tax administration, including tracking critical dates, submitting tax declarations, and routing tax documents to appropriate departments, as needed
• Maintain department electronic filing system, ensuring documents are saved in the appropriate location with proper naming conventions
• Assist with department planning activities and client relation initiatives
• Draft, format, and proofread department materials e.g. tenant welcome packages, fixturing packages, tenant memos and landlord notices.
• Prepare and update departmental presentations, reports, memos, and letters for various audiences using Microsoft Office Suite (Word, Excel, PowerPoint etc.).
• Maintain department Process Maps, How-To’s, checklists, and resources in accordance with Corporate Process Guidelines

Property Administration Accountability

• Provide administrative support and client services for all IPP properties (commercial and residential)
• Support Senior Property Manager and Real Estate Coordinator in annual budgeting process including information gathering, analysis, budget entry and budget packages
• Engage with tenants on rent billing, rent payments, certificates of insurance, welcome packages, service requests, CAM reconciliations, and general correspondence.
• Support the Property Management team in coordinating contractor site visits and access to buildings and tenant premises
• Assist with AR collection, letters to tenants, scheduling contractors, and other tasks as needed.
• Coordinate site visits and information between the Mobile Building Operator and head office team as required.
• Produce reports from property management software (e.g., Yardi) such as Purchase Order Analytics and data required to populate and maintain the rent PAD tracker, monthly AR reports and benchmark reports.
• Tracking service contract renewal/end dates
• Obtaining and tracking vendor insurance and WorkSafe BC certificates and updating vendor information in software systems.
• Obtaining and tracking vendor and tenant adherence to legislative WCB hazardous materials protocols as it relates to annual hazardous materials reporting activities, and tenant/landlord improvement projects
• Liaise with Leasing and Accounting departments to ensure accuracy of lease and rent billing information
• Handle electronic distribution and filing of incoming correspondence and reports
• Prepare Property Management staff meeting agendas and minutes
• Maintain proactive and open communication with internal and external stakeholders
• Facilitate onboarding of new properties, including setting up property and tenant folders, utility accounts, following onboarding checklist
• Assist in the property disposition process by compiling requested files, documents, records, and correspondence, following the disposition checklist
• Onboard new tenants, obtain certificates of insurance, send welcome packages, transfer utility accounts, and provide support as needed, following tenant onboarding checklist
• Ensure vacating tenant files are updated and archived, and process security deposit refunds in accordance with lease agreements
• Support Real Estate Coordinator in other duties as needed
• Provide additional support to the Property Management team during high volume periods and provide vacation coverage for the Real Estate Coordinator

Competencies, Credentials and Required Experience

• Minimum two years of experience in a high volume administrative role, with experience in property management, leasing, asset management, or real estate administration being an asset
• Interest in pursuing a career in commercial or multi-family residential rental property management is preferred
• Proficient use of DocuSign and Adobe Acrobat
• Intermediate skills in Microsoft Office Word, Excel, and PowerPoint, as well as comfort and confidence in using Teams, SharePoint, OneDrive, OneNote, and other related software
• Experience with data management systems such as MRI, Angus and Yardi is an asset
• Track record of dealing with confidential and sensitive situations with integrity, diplomacy, and discretion.

Skills and Attributes

•Customer-service oriented

•Superior organizational skills and exceptional ability to manage various tasks with ease

•Highly professional and polished presentation

•Self-motivated and possesses a high level of professionalism

•Strong verbal and written communication skills, with the ability to work effectively in individual and team settings.

•Solid team player

•Excellent work ethic and attention to detail

Our Work Environment

With every amenity downtown has to offer within a 5 - 10-minutes walk, the seawall at your fingertips, and a state-of-the-art fitness facility in the building, our office is situated in one of the most livable cities in the world, Vancouver - Canada. If you are looking for a perfect blend of stunning natural beauty, diverse cultural experiences, and the hustle and bustle of big city life, Metro Vancouver has it all, and Hungerford Properties is located in the heart of the action.

You will enjoy our frequent team celebrations organized throughout the year with various themes such as sport, wellness, cultural activities, team buildings session, and community involvement.

Our Compensation & Benefits Philosophy

Our compensation package includes a competitive base salary, bonus and potential LTI program. The typical hiring range for this position is $60,000 - $65,000 per year. The actual offered salary may vary and will depend on individual experience, qualifications, and market conditions for the role. We are also pleased to offer the following benefits:

• Hybrid Workplace Environment offers flexibility to work from home or the office
• 12 weeks parental leave top-up for biological and adoptive mothers and fathers
• Flexible and part-time work options to prioritize things like family time
• Paid Vacation time (minimum of 3 weeks annually)
• Paid Education Days to pursue learning and development goals
• Paid Bereavement Days
• Learning & Development policy to support course fees
• Company-wide Holiday Break in December
• Health Coverage including fully paid medical, dental and vision care
• Health Spending Account to provide even more health coverage options
• Monthly Transportation Allowance to facilitate commuting
• HWay to Wellness Health & Wellness Programming
• Paid Volunteer Time to support our communities

Our Hiring Process

Joining a new organization is an important decision. We want to ensure our working relationship is mutually beneficial. We take our hiring process very seriously and want to provide you ample opportunities to understand our culture, our approach, our goals, and people.

Our hiring process consists of different rounds of discussions, typically one with your hiring manager, a second one with your peers, and a final round with an executive member of Hungerford Properties. Our hiring process may include a business case assessment and psychometric testing.

To Apply

Hungerford Properties is an Equal Opportunity Employer and takes pride in a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.