Senior Property Administrator

JLL; Vancouver; Hybrid; CAD 52,000 - 66,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

JLL is seeking a senior property administrator in downtown Vancouver to support a key national account. You will be the primary contact for clients and tenants, handling inquiries and providing professional administrative support in a hybrid setting (3 days in office, 2 remote).

You will manage work orders, maintain records, coordinate schedules, and contribute to tenant events while upholding confidentiality and a client-first mindset.

Qualifications

• Minimum of 3 years in an administrative role within real estate or property management.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent customer service and ability to manage confidential information.
• Strong organizational, time-management and communication skills.
• Detail-oriented and able to work independently or in a team.

Responsibilities

• Provide general administrative support and reception duties for Property Management and Building Operations.
• Answer inquiries via email, calls, and in person; direct to appropriate contacts.
• Coordinate schedules, bookings, and tenant maintenance requests; manage work orders in PRISM.
• Assist with security and janitorial services as required and handle confidential information professionally.
• Maintain filing systems, tenant records, contracts, binders, and databases; process purchase orders and AP in YARDI when requested.
• Organize tenant appreciation events and sustainability initiatives throughout the year.
• Handle mail distribution and maintain office common areas and supplies.

Skills

Customer service

Organization

Time management

Communication

Detail oriented

Teamwork

Confidentiality

Education

Post-secondary education in related field

Tools

Microsoft Office

YARDI

Job description

What this job involves:

JLL is seeking a customer-oriented individual to join the Property Management Team for one of JLL's key national accounts. As the Senior Property Administrator you will serve as the primary point of contact for clients and tenants in our downtown portfolio, making a lasting impression as the "face" of our organization.

In this role, you will play a crucial part in ensuring the smooth operation of our buildings by efficiently handling tenant inquiries and providing exceptional administrative support. Your level-headedness and professional demeanor will be essential in handling sensitive and urgent requests.

This is a hybrid position, offering the flexibility of working remotely for two days and in the office, three days/week. If you thrive in a customer-centric role and have a keen interest in property management and real estate, this is an excellent opportunity to grow your career.

What your day-to-day will look like:

• Responsible for providing general administrative support and reception duties for Property Management and Building Operations team.
• Primarily responsible for answering all incoming inquiries via email, calls and in person including interpreting to whom the caller/writer should be forwarded in order to provide optimal service.
• Assist in the management of schedules and resource bookings, coordination of tenant maintenance requests, coordinating additional security and janitorial services as required, handling calls from both internal and external sources, typing correspondence including letters, welcome emails, memos, forms, cover sheets, policies and procedures, at all times managing confidential information in a professional manner.
• Management of work order system PRISM and coordinating work orders with the Building Operations team to completion. Monitor timely and appropriate completion of work order request and provide reporting to Management as required. Follow-up with tenant to ensure satisfaction.
• Management/collection of Tenant Certificate of Insurance policies ensuring they are valid, correct and filed/tracked appropriately.
• Assistance with the planning and execution of various tenant appreciation events and community/sustainability initiatives throughout the calendar year, including fire warden training, tenant vaccination clinics, bike to work week, information kiosks etc. including tenant guest list management if required.
• Collection and distribution of mail.
• Maintaining the cleanliness of the office common areas such as general kitchen duties, boardrooms, office equipment, etc. and ordering of the office supplies
• Organize and maintain supplies and uniforms for Building Operations team including but not limited to ensuring that supply accounts are up to date and uniforms are appropriately tagged
• Maintain filing system, tenant records, contract binders, manuals and tenant database for addresses and contacts on a regular basis.
• Set-up Purchase Orders & processing of AP in YARDI when requested
• Other job duties as reasonably assigned.

Required Qualifications:

• Minimum of 3 years of experience in an administrative role, in real estate or property management industry.
• Proficient computer skills. Microsoft Office – Outlook, Word, Excel, PowerPoint.
• Excellent customer service skills with ability to deal with tenant needs
• Position continually requires demonstrated poise, tact and diplomacy while handling sensitive and confidential situations.
• Proven organizational and time management skills; able to cope with changing tenant needs, competing deadlines, and ability to deliver successful results within agreed upon time frames.
• Good verbal and written communication skills.
• Detail oriented; able to resolve problems using facts and sound reasoning.
• Self-motivated, professional, and flexible; able to work both independently and as part of a team.
• Punctual and dependable.

Preferred Qualifications:

• Related post-secondary education is an asset