Property Management Administrator

**Position**:Property Management Administrator

**Location**: Vancouver, BC

Established 30 years ago, Westbank is a private real estate development practice, headquartered in Vancouver, Canada. We are dedicated to the creation of inspiring, mixed-use projects, concentrating primarily in our core cities of focus: Vancouver, Toronto, Seattle, Tokyo and San Jose. Our body of work includes residential, hotels, retail, creative workspace, district energy, net zero carbon initiatives, affordable housing, exhibitions and public art, with over $50B of projects completed or under development. As our practice has evolved, we have assembled a collection of cultural enterprises including restaurants, gyms, spas, music venues, private member clubs, fashion, dance schools and food halls, known as the Westbank Ecosystem, which we weave throughout our projects. We bring this ecosystem to life through collaborations with some of the most talented artists, architects, designers and entrepreneurs in the world. As we have evolved, we have taken on initiatives of greater ambition, in our cities of focus. We are always looking for talented, passionate and committed individuals to join our growing team. It’s our work together that makes it all possible.

The Property Management Administrator is a key role on the property management team. In this role, you will manage the day to day admin for a growing portfolio of residential properties, working with our property managers, site managers, accounting and leasing teams to ensure projects are completed and maintained to the highest standard. Reporting to the Property Administration Lead, the Property Management Administrator is responsible for residential leasing administration and assistance that supports the strategic plan for our properties. This is an integral role in property management, keeping everyone on track and helping set the whole team up for success. If you are a hyper-organized, detail-oriented, self-starter who excels in all things admin, we want to meet you

**Job Duties & Responsibilities**:

- Leasing Administration_
- Filing: creating labels, setting up new tenant files, checking all documents (insurance, survey drawings, executed lease, correspondence, deal sheet, signage)
- Online Filing: scanning fully executed leases, renewals, extension and letters into our share drive, and ensuring all paperwork is in order within new and existing files
- Assisting with Yardi and implementation (i.e. lease uploads, insurance uploads, update info such as parking/ storage, exclusive clause, renewal options, FROR etc.)
- Property Management Administration
- Properly filing and keeping records in the share drive and physical filing system
- Setting up Physical files and electrical folders according to our standard folder structure in the share drive for new projects
- Tracking key property data (ie. site plans, surveys, unit specs, property tax)
- Ensuring portfolio’s key accounts and their contacts are up-to-date
- Preparing cover letters/memos/notices for Property Managers (eg. AR reminder, chargeback invoice cover letter, insurance renewal, possession/turnover letters, contracts, etc.)
- Taking meeting minutes, updating and distributing to team members
- Coordinating with Property Managers to update property files (eg. Rent roll, NOI projection, sales reports, insurance certificates, tenants’ mailing addresses, etc.)
- Filing and saving both physical and soft copies of Property Assessment, Property Tax, Property Tax Appeal Notices into respective property folders
- Maintaining tenant’s insurance and sales reports and keeping up to date recordsLogging and tracking property assessment and property tax values
- Responding to billing related inquiries for Property Managers and Accounting as needed
- Coordinating property inspections
- Distributing annual tenant surveys to all tenants and review survey responses to analyze trends and feedback
- Managing team calendars to schedule meetings, track vacation dates, event dates, etc.
- Updating property information for the Westbank website on request
- Updating tenant contact lists
- Team Support_
- Organizing team building events, workshops and other department events
- Ordering office supplies for site offices, including groceries and refreshments
- Issuing and tracking all site team’s wardrobe vouchers, expense forms, etc.
- Covering reception of the general office as necessary
- Accounting Support_
- Sending out reminders to each Property Manager’s schedule for their respective properties
- Coordinating with Property Managers to ensure deadlines for submissions to accounting are met
- Preparing Cover Letters for Annual Rent Schedule and CAM reconciliation for Property Manager sign off
- Scanning and save Signed Cover Letters to each tenant folders in the shared drive
- Mailing Annual Rent Schedule Letters
- Updating status of the rent schedule mail outs

**Qualifications**:

- Experience in real estate property manage