Senior Property Administrator

Co-operative Housing Federation BC; Vancouver; On-site; CAD 70,000 - 74,000; Full time

Job summary

Co-operative Housing Federation BC (CLT unit) in Vancouver seeks a Senior Property Administrator to handle portfolio-wide administrative leadership, compliance, and resident services. You will support Property Managers and Building Managers, streamline records, and coordinate governance activities across multiple co-ops.

Ideal candidates bring 3–5 years of progressive admin experience, strong English communication, and familiarity with co-operative housing principles.

Qualifications

• 3–5 years of progressive administrative experience, preferably within property management, housing, or community-based environments.
• Ability to manage competing priorities across multiple sites with strong organization and attention to detail.
• Proven capacity to communicate professionally and effectively with residents, boards, contractors, and internal stakeholders, including navigating sensitive or complex situations.
• Strong written and verbal communication skills in English.
• High level of judgment, discretion, integrity, and professionalism, with the ability to maintain confidentiality.
• Knowledge of co-operative housing and governance principles is considered an asset.
• Proficiency with Microsoft Office and property management systems; experience with Yardi or similar platforms is preferred.

Responsibilities

• Maintains primary accountability for compliance trackers, reporting requirements, and key administrative deadlines.
• Establishes and maintains organized digital and physical records for assigned properties.
• Tracks lease documentation, renewals, annual income verification cycles, and regulatory compliance timelines.
• Prepares and maintains standardized forms, trackers, and filing systems across the portfolio.
• Coordinates move-in and move-out administrative processes and required documentation.
• Prepares internal reports and documentation required by leadership, funders, or oversight bodies.
• Serves as a central point of contact for general resident inquiries, triaging issues appropriately.
• Drafts and distributes resident notices and communications in alignment with organizational standards.
• Maintains communication logs and ensures timely follow-up and resolution.
• Coordinates inspections, access requests, and scheduling in collaboration with Building Managers.
• Supports housing charge tracking and coordination of follow-up activities.
• Tracks invoices, codes documentation, and ensures required backup is collected and filed.
• Coordinates vacancy postings and application intake processes.
• Prepares leasing documentation packages for review and approval.
• Finalizes delegated administrative components of leasing packages in accordance with established authority.
• Coordinates contractor access across sites in collaboration with Building Managers.
• Tracks inventory and supports small procurement processes.
• Provides administrative coverage and continuity during staff absences.
• Supports the implementation and consistent application of standardized operational procedures across the portfolio.
• Acts as the first point of contact for governance coordination across assigned housing co-operatives.
• Prepares board packages, AGM materials, and meeting documentation.
• Coordinates meeting logistics and maintains governance-related records.
• Tracks follow-up actions and commitments arising from board and committee meetings.
• Provides structured administrative support to Building Managers related to governance and board operations.

Skills

Administrative experience

Prioritization

Professional communication

Written & verbal English

Discretion & integrity

Co-operative housing knowledge

Microsoft Office

Yardi / property management systems

Tools

Yardi

Job description

Organization Overview

Community Land Trust (CLT) is a social purpose real estate developer focused on creating inclusive communities that people are proud to call home. Established in 2015 and part of the CHF BC group of social enterprises, CLT manages a portfolio of more than 34 properties, representing over 2,600 homes across British Columbia, with an additional 1,200 homes in development and construction. Today, CLT oversees approximately $1.25 billion in real estate assets and is supported by a team of more than 50 professionals committed to advancing affordable housing and resilient communities.

Purpose of the Position

The Senior Property Administrator provides portfolio-level administrative and operational leadership across a diverse housing portfolio. This role is responsible for strengthening operational consistency, compliance management, governance coordination, and resident service delivery by independently managing key administrative processes that support Property Managers and Building Managers.

The position is designed to increase portfolio efficiency, improve responsiveness to residents and boards, and release Property Manager capacity for higher-level oversight and strategic portfolio growth.

This is a senior-level administrative role with portfolio-wide accountability and a defined development pathway toward Building Manager or Junior Property Manager roles, subject to performance and organizational needs.

Key Responsibilities

Portfolio Administration & Compliance Support

• Maintains primary accountability for compliance trackers, reporting requirements, and key administrative deadlines
• Establishes and maintains organized digital and physical records for assigned properties
• Tracks lease documentation, renewals, annual income verification cycles, and regulatory compliance timelines
• Prepares and maintains standardized forms, trackers, and filing systems across the portfolio
• Coordinates move-in and move-out administrative processes and required documentation
• Prepares internal reports and documentation required by leadership, funders, or oversight bodies

Resident Services & Communication

• Serves as a central point of contact for general resident inquiries, triaging issues appropriately
• Drafts and distributes resident notices and communications in alignment with organizational standards
• Maintains communication logs and ensures timely follow-up and resolution
• Coordinates inspections, access requests, and scheduling in collaboration with Building Managers

Financial & Leasing Administration

• Supports housing charge tracking and coordination of follow-up activities
• Tracks invoices, codes documentation, and ensures required backup is collected and filed
• Coordinates vacancy postings and application intake processes
• Prepares leasing documentation packages for review and approval
• Finalizes delegated administrative components of leasing packages in accordance with established authority

Operational Coordination

• Coordinates contractor access across sites in collaboration with Building Managers
• Tracks inventory and supports small procurement processes
• Provides administrative coverage and continuity during staff absences
• Supports the implementation and consistent application of standardized operational procedures across the portfolio

Governance & Board Support

• Acts as the first point of contact for governance coordination across assigned housing co-operatives
• Prepares board packages, AGM materials, and meeting documentation
• Coordinates meeting logistics and maintains governance-related records
• Tracks follow-up actions and commitments arising from board and committee meetings
• Provides structured administrative support to Building Managers related to governance and board operations

Other Duties

• Perform other duties within the scope and purpose of the position as assigned

Skills and Qualifications

• Minimum 3–5 years of progressive administrative experience, preferably within property management, housing, or community-based environments
• Demonstrated ability to manage competing priorities across multiple sites with strong organization and attention to detail
• Proven capacity to communicate professionally and effectively with residents, boards, contractors, and internal stakeholders, including navigating sensitive or complex situations
• Strong written and verbal communication skills in English
• High level of judgment, discretion, integrity, and professionalism, with the ability to maintain confidentiality
• Knowledge of co-operative housing and governance principles is considered an asset
• Proficiency with Microsoft Office and property management systems; experience with Yardi or similar platforms is preferred

Working Conditions

• Ability to travel regularly to properties throughout the Lower Mainland.
• Ability to attend occasional evening meetings related to governance or operational requirements.
• Valid BC driver's license and access to reliable transportation is considered an asset.

Equity, Diversity and Inclusion

CLT is an equal opportunity employer.

We hire based on merit and are strongly committed to equity, diversity and accessibility.

Upon request accommodation will be provided throughout the recruitment, selection and/or assessment process to applicants with disabilities.

We value diversity and encourage applications from individuals of all backgrounds and experiences.

Compensation

$69,500 to $73,500 per year plus comprehensive benefits, including RRSP match.

Placement within this range will be determined according to the candidate's relevant experience, qualifications, and demonstrated competencies.

We thank all applicants for their submissions, however, only persons selected for an interview will be contacted.

This job description, as others, has been designed to indicate the general nature and level of work performed by the incumbent assigned to this role. It is not designed to necessarily comprise of or to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee or contractor assigned to the job.

To perform the job successfully, an employee is expected to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive of the knowledge, skills, and abilities required to serve in the role.