Portfolio Operations Coordinator

Force Inspection Services; Kelowna; On-site; CAD 65,000 - 80,000; Full time

Benefits offered by this job

Performance bonus

Health and dental plan

Extended health and dental

Professional development

Charitable projects

Job summary

Traine Construction and Development's Mainline Living division in Kelowna, BC is seeking a Portfolio Operations Administrator to support the Regional Office and leadership team. This role combines daily office administration with records, compliance coordination and executive support.

You will manage calendars, invoices, travel, meetings and vendor coordination using Yardi or Building Stack and MS Office. The ideal candidate is highly organized, discreet and able to work independently in a

Qualifications

• High school diploma or equivalent; additional certifications in office administration or related fields are an asset.
• Proven experience as an administrative assistant, office coordinator, or office manager.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all work.
• Proficiency in Yardi or Building Stack and MS Word, Excel, PowerPoint, and Outlook.
• Outstanding written and verbal communication skills.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision, and flexibility to adapt to changing priorities.

Responsibilities

• Oversee daily office operations, including inventory, supplies, equipment maintenance, and space cleanliness.
• Act as the first point of contact for visitors, couriers, and mail.
• Track office budgets, process invoices, and manage expense reporting.
• Maintain physical and digital filing systems and coordinate office access for employees, contractors, and visitors.
• Provide day-to-day administrative and executive support to the Vice President and Senior Portfolio Administrator, including calendar and email management, document preparation, and purchase orders in Spectrum and Yardi.
• Coordinate team travel, events, workshops, and internal meetings, including agendas and minutes.
• Reconcile credit card expenses and manage confidential documents and communications.
• Assist with onboarding and offboarding activities, and manage MLL distribution lists and Teams channels.
• Maintain accurate records and databases, support monthly renewals and compliance tracking, and coordinate with vendors, contractors, and internal departments.
• Deliver exceptional customer service to internal and external stakeholders.
• Act as backup support to the Executive Assistant for the CEO and COO.
• Collaborate cross-functionally with HR, Accounting, Operations, and Senior Leadership, and support special projects and company events as required.

Job description

Your Career at Mainline Living Starts Here

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• Base Pay $65,000.00 - $80,000.00 / Year
• Employee Type Full Time

Description

Portfolio Operations Administrator

Do you want to be part of a team that makes a difference by building amazing rental communities across Canada? A high-performing team that values learning and development while giving back to local communities? Consider joining our dynamic team at Traine Construction & Development and Mainline Living Property Management as a Portfolio Operations Administrator.

The Portfolio Operations Administrator is the first point of contact for the Mainline Living Regional Office at Lavida and provides executive administrative support to the Vice President and Mainline Living Leadership Team. This role combines day-to-day office administration, records and compliance coordination, and executive support in a single position, supporting both the Regional Office's daily operations and a Senior Portfolio Administrator's ongoing administrative needs.

This position requires someone highly organized and proactive, with excellent attention to detail and the ability to multitask in a fast-paced environment, contributing to the overall efficiency of the office while delivering exceptional administrative support and customer service to internal and external stakeholders.

This position is based out of the Mainline Living Regional Office at Lavida.

Key Responsibilities

• Oversee daily office operations, including inventory, supplies, equipment maintenance, and space cleanliness.
• Act as the first point of contact for visitors, couriers, and mail.
• Track office budgets, process invoices, and manage expense reporting.
• Maintain physical and digital filing systems and coordinate office access for employees, contractors, and visitors.
• Provide day-to-day administrative and executive support to the Vice President and Senior Portfolio Administrator, including calendar and email management, document preparation, and purchase orders in Spectrum and Yardi.
• Coordinate team travel, events, workshops, and internal meetings, including agendas and minutes.
• Reconcile credit card expenses and manage confidential documents and communications.
• Assist with onboarding and offboarding activities, and manage MLL distribution lists and Teams channels.
• Maintain accurate records and databases, support monthly renewals and compliance tracking, and coordinate with vendors, contractors, and internal departments.
• Deliver exceptional customer service to internal and external stakeholders.
• Act as backup support to the Executive Assistant for the CEO and COO.
• Collaborate cross-functionally with HR, Accounting, Operations, and Senior Leadership, and support special projects and company events as required.

Qualifications and Experience

• High school diploma or equivalent; additional certifications in office administration or related fields are an asset.
• Proven experience as an administrative assistant, office coordinator, or office manager.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in all work.
• Proficiency in Yardi or Building Stack and advanced working skills in MS Word, Excel, PowerPoint, and Outlook.
• Outstanding written and verbal communication skills.
• Ability to maintain a professional and courteous demeanor in all interactions.
• Strong problem-solving and decision-making abilities.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision, and flexibility to adapt to changing priorities and deadlines.

In return for your hard work and dedication, you will be rewarded with a very competitive salary (based on experience) and a full range of benefits, including:

• Robust performance bonus program
• Ranked top 10% Health and Dental plan in Canada
• Extended Health and Dental
• Professional Development and ongoing training
• Opportunities to be involved in life changing charitable projects

By joining our team, you'll find yourself working amongst a group of friendly, team-oriented individuals who strive to deliver exceptional results.

Traine Construction and Development has been in business for 25 years; based in Kelowna, BC and working throughout Canada on multi-family residential construction projects for our property management division, Mainline Living, to operate. We create communities that residents are proud to live in and we are proud to operate. From Ontario to British Columbia, Traine prides itself on building excellent multi-family communities and great careers! By joining our team, you'll find yourself working amongst a group of friendly, team-oriented individuals who strive to deliver exceptional results.