Property Management Administrator

Posted in  Vancouver,  on September 19, 2022

Position Summary

The Property Management Administrator contributes to Hollyburn’s goals by providing a wide range of administrative support to the Property Management Team,  ensuring efficient office operations  in addition to assisting with the potential residents with leasing enquiries.  This role works within a team of Property Management Administrators both in Vancouver and inter-provincially providing services in all three provinces in which Hollyburn Properties currently operates.

What’s in it for You ?

We offer a great work environment and great benefits including but not limited to ;

  • Salary Range between $48K – 55K    (commensurate  with experience)
  • Extended Benefits , Dental & Vision Benefits – Premiums 100% paid by Employer for you & dependents
  • Employee & Family Assistance Program
  • Matching Group RRSP Program

Key Duties and Responsibilities

Provides administrative support to the Property Management team by:

    • Providing administrative support to Property Managers;
    • Drafting correspondence within established guidelines;
    • Creating and maintaining a database of current information;
    • Coordinating paper flow concerning commercial leasing activity (letters, lease renewals);
    • Taking minutes during Property Management and Resident Manager meetings;
    • Creating Power Point presentations for both internal & external needs as required;
    • Establishing consistent record keeping systems for all buildings;
    • Generating rent increase notifications to tenants which both adhere to legislated time frames and meet company standards of professionalism, as directed by the Property Manager;
    • Updating Internal website with updated forms, documents and notices.
    • Assists with the coordination of  Purchase Order activity by:
    • Issuing Purchase Orders within approved guidelines;
    • Verifying costs and resolves discrepancies;
    • Entering Purchase Orders into appropriate accounting systems;

Provides front-line support via both email and phone to  potential residents in finding their next home. Respond to incoming phone and email rental enquiries  in a timely fashion.

  • Establish strong positive customer relationships in a high-volume inquiry environment.
  • Schedule viewings for potential tenants at the buildings with the Building Manager.
  • Manage daily activities through a CRM (Salesforce) including:
    • Customer Updates
    • Reliable & accurate data entry
    • Maintaining a growing customer base
  • Assist with customer questions, concerns and application status updates.
  • Become an expert on Hollyburn’s building portfolio and their neighborhoods.
  • Building relationships with the Building Managers.

Provides a wide range of general administrative support to  ensure efficient operation of the office:

  • Assist in answering incoming calls
  • Receives and interacts with incoming visitors.
  • Receives incoming mail and invoices
  • Assists when necessary with scanning and photocopying
  • Help to maintains office equipment including fax machine, copiers and phone system.
  • Coordinates courier and mail shipments.
  • Coordinates purchase order activity.
  • Coordinates and orders office supplies for office and properties.
  • Perform any other tasks as assigned.


Knowledge, Skills and Abilities

  • Well-developed MS Office skills (Word, Excel, Power point)  are necessary and Yardi  and /or Sales Force experience is a definite asset.
  • Experience in property management would be preferred .
  • Previous Reservations, Hospitality, Call Centre IT Support or Residential leasing experience is also an asset.
  • Excellent customer service skills and understands the importance of creating a positive customer experience.
  • Strong interpersonal and verbal /written communication skills.
  • Strong organizational skills.
  • Ability to be flexible and self-motivated and to take initiative.
  • Attention to detail and accuracy, even as priorities change and urgencies intervene.
  • Ability to work independently and in a team environment where mutual support is essential.
  • Ability to work under pressure

 If you meet the requirements and are interested, please submit your resume and salary expectations to [email protected]

We thank all applicants who apply, but only those who are qualified may be contacted.

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