Leasing and Maintenance Administrative Assistant

4 days ago

Vancouver, Canada Prompton Full time

As a leasing Administrator, you will be the first point of contact for leasing and maintenance matters. You will perform customer service, administrative and clerical work, create and maintain building records, assist the property manager with incoming inquiries, follow up on maintenance requests, update the back-end system, and help with document filing.

Reporting to the Property Director, this position is accountable for providing tenant coordination and administrative support to the property management & maintenance team and reception relief as necessary.

The Leasing and Maintenance Administrative Assistant is responsible for:

- Reception rotation on the front desk
- Cover receptionist duties, such as ordering office supplies, cheque ledger, and Key box management.
- Assisting Property Managers and Leasing team as required, in the preparation of reports, forms, memos, and rent increases letter.
- Assisting Managing Director, Asset Directors, and Property Managers with communication, organization, and filing.
- Provide support for boardroom use within the office including the understanding of equipment and systems required for presentation purposes.
- Assisting with maintenance requests, following up with work orders, and communicating with vendors, property managers, accounting, and tenants.
- Provide administrative support to keep track of vendor’s insurance, and tenant’s insurance; read and understand lease requirements; follow up with tenants; keep all documents up to date.
- Providing administrative support including word processing, filing, copying, scanning, maintaining records, and communication for staff/tenants.
- System support: Keep track of all contact information and update Buildium
(portal for rental management system), Maintain X (portal for maintenance requests and work orders)
- Provide administrative assistance for all Managers and Directors as required from time to time.

**Requirements**:

- Post-secondary education is an asset.
- Proficient computer skills, including working knowledge of Microsoft Office: Word, Excel, PowerPoint
- Excellent customer service skills with the ability to deal with evolving tenant needs
- Proven organizational skills; ability to cope with changing tenant needs and deliver successful results within agreed-upon time frames.
- Excellent verbal and written communication skills in English; a second language is an asset.
- Detail oriented; able to resolve problems using facts and sound reasoning.
- Self-motivated, professional, and flexible; ability to work both independently and as part of a team.

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