Property Administrator

Property Administrator (Client Services & Portfolio Administration)

The Property Administrator provides essential owner-focused administrative and communication support within our Property Management division. This role acts as a key client liaison, ensuring owners receive timely updates, accurate documentation, and a consistently high level of service.

By handling portfolio administration, financial clarification, documentation management, and proactive follow-up, this position allows Property Managers to focus more deeply on high-value client relationships, strategic decisions, and overall portfolio performance.

This role also strengthens our client experience by ensuring transparency, consistent communication, and strong service delivery.

Position Overview:

The Property Administrator enhances the owner experience through proactive communication, accuracy in reporting, and exceptional organizational support. This role requires strong understanding of financial statements, owner expectations, and the operational flow of residential property management.

The ideal candidate is detail-oriented, technology-driven, and service-focused. They excel at creating clarity, maintaining structure, and ensuring nothing falls through the cracks.

This is an in-office role that supports both owners and the Property Management team.

Key Responsibilities:

1. Owner Communication & Portfolio Support

• Act as a first-line point of contact for owner inquiries, ensuring quick, professional responses
• Gather complete details from owners before escalating matters to the Property Manager
• Prepare summaries, notes, and follow-up reports for Property Managers
• Monitor communication channels throughout the day to ensure owners receive timely responses
• Maintain service consistency through clear, professional, and proactive communication

2. Financial Administration & Statement Support

• Possess a strong understanding of financial statements, trust accounting, and expense categorization
• Explain owner statement charges, maintain transparency, and assist owners in understanding upcoming expenses
• Flag low owner float funds or anticipated shortfalls to the Property Manager proactively
• Ensure rent changes, new amounts, and adjustments are accurately reflected in all systems
• Support accurate monthly reporting and owner-facing financial documentation

3. Work Order Coordination & Project Tracking (Owner-Focused)

• Track all open work orders in real time to ensure owners receive timely updates
• Follow up with vendors and contractors and provide clear status reports to owners
• Update internal systems with notes, photos, invoices, and timeline changes
• Flag delays or concerns for Property Managers to review
• Ensure owner authorization thresholds and spending limits are respected

4. System Administration & Portfolio Setup

• Add new properties into internal systems, ensuring all financial and compliance fields are correct
• Add new users and manage permissions and access settings
• Maintain accurate records for rent, deposits, insurance, keys, and lease details
• Support onboarding of new owners and newly acquired portfolios with organized documentation

5. Documentation Management & Compliance

• Prepare, scan, and upload all owner-related documentation using brokerage naming conventions
• Maintain accurate digital and physical files for each property
• Assist with lease documentation, renewals, addenda, and correspondence relevant to owners when necessary
• Support compliance requests, audit preparation, and file reviews
• Issue Notices of Entry for inspections and ensure owners receive inspection results

6. Annual Inspections & Reporting

• Coordinate inspection schedules and communicate timelines with owners
• When possible, attend inspections with Property Managers to gather photos and prepare inspection reports
• Record deficiencies and ensure follow-up work orders are logged and assigned
• Provide owners with organized summaries of findings and next steps

7. Vendor & Contract Administration

• Maintain the vendor directory with current insurance, WCB, GST, and contact details
• Track service contract terms and renewal/termination deadlines to protect owner interests
• Assist in sourcing new vendors when gaps in service are identified
• Ensure owners receive clear communication regarding vendor recommendations and quotes

Skills & Qualifications:

Required

• Strong administrative background, ideally in property management
• High degree of comfort with digital systems, property management software, and cloud-based platforms
• Exceptional follow-up skills with the ability to manage multiple open items without losing momentum
• Professional verbal and written communication tailored to client (owner) expectations
• Ability to work in a fast-paced, in-office environment
• Strong financial literacy with ability to interpret and discuss owner statements

Preferred

• Experience with residential property management or owner-client communication
• Understanding of the Residential Tenancy Act, particularly inspection and notice requirements
• Familiarity with Buildium property management software
• Ability to communicate in Mandarin and Cantonese is considered an asset

Ideal Candidate Profile:

• Service-oriented with a client-first mindset
• Tech-savvy and comfortable learning new platforms quickly
• Highly organized, structured, and reliable
• Thrives on follow-up, problem-solving, and "closing the loop"
• Comfortable communicating with owners, strata corporations, contractors, and internal teams
• Works proactively, anticipating owner needs before issues arise
• Supports and enhances the Property Manager's ability to deliver a high standard of service