Property Management Administrator

At WestUrban, we don’t just build homes, we build communities through our expertise in construction management, customized development, and development planning across Western Canada. Our rapidly growing company is built on a foundation of strong relationships, extending to employee, clients, stakeholders, contractors and suppliers. We believe that investing in people is the cornerstone of our success. We build dynamic teams powered by respect, integrity, and experience. This mission empowers us to find innovative solutions, and to develop leading-edge concepts that enhance and support growing communities.

Thinking about a change?

We welcome driven and skilled individuals from all backgrounds, as we recognize that having diverse perspectives, makes us stronger. We support our employees and want to see them succeed. We believe growing from within is the best solution to build healthy teams.

We are currently accepting applications for a Property Management Administrator to join our team in Campbell River, BC. This is an office-based role. If you thrive in a fast-paced environment, we encourage you to apply!

What you will be doing:

• Provide administrative and operational support to Building Managers and the Property Services team, including responding to emails and phone calls, preparing seasonal communications, coordinating out-of-office coverage, and assisting with day-to-day operational needs.
• Coordinate new building onboarding, including occupancy readiness, turnover documentation, contractor setup, building binders, occupancy checklists, building access systems, and ensuring operational documentation is complete.
• Arrange and coordinate service contracts for new and existing buildings, including landscaping, site maintenance, cleaning, garbage collection, snow removal, fire safety contacts, answering services, and mat services.
• Administer property technology systems and employee access, including the EV charger program, DocuSign, CCTV systems, employee equipment requests, email accounts, Buildium access, cell phone and desktop phone signatures, and maintaining system access records.
• Retrieve CCTV footage when required and maintain employee access permissions and operating instructions for CCTV systems and building access.
• Provide training and ongoing support to Building Managers and property management staff on operational processes, including rent increases, RTB notices and Orders of Possession, DocuSign, and other department systems and procedures.
• Prepare, maintain, and distribute departmental policies, procedures, operational manuals, and employee reference materials, ensuring documentation remains current and relevant.
• Prepare and maintain monthly operational reports, including Salus pool car reporting and audits, outstanding arrears reports, collection tracking, RTB outcomes, and other departmental reporting as required.
• Support financial and administrative processes by assisting with monthly Visa statement reconciliations, timecard reminders and reviews, budget preparation, and financial reporting.
• Coordinate operational scheduling and preventative maintenance activities, including trades, annual fire drills, carpet cleaning, HVAC servicing, sump pump inspections, and other building maintenance programs.
• Travel to properties, as required, to conduct site visits, inspect buildings and grounds, support Building Managers, and assist with occupancy preparation where local staff are unavailable.
• Create and maintain monthly on-call schedules, update the answering service, and provide operational coverage for Building Managers, including participation in the on-call rotation when required.
• Perform other related duties and special projects as assigned in support of the Property Services team.

What you need to bring:

• Minimum of 5 years working in an administrative role within a professional office environment;
• Exceptional administrative, organizational, and time management skills, with the ability to effectively prioritize competing responsibilities;
• Proven ability to manage multiple tasks simultaneously and adapt to changing priorities in a fast-paced environment
• Excellent interpersonal, written, and verbal communications skills;
• Strong computer skills, including proficiency with Microsoft Office (Word, Excel, PowerPoint and Outlook), with confidence learning new technology and business specific software.
• Demonstrated ability to build and maintain positive working relationships with colleagues at all levels of the organization;
• Friendly, professional, and customer-focused approach with a positive attitude;
• High level of initiative and sense of urgency;
• Attention to detail and time management.

What do we offer you?

Finding and retaining the right people is very important to us. We want to offer an opportunity to someone who is passionate not only about building quality apartment buildings, but a chance to build communities that make a lasting impact. We provide a competitive salary based on experience of $26.00 - $30.00 per hour based on experience. We provide a competitive salary based on experience in addition to the below:

• Health and Dental plan with Life and Long-Term Disability Insurance
• Service recognition and Wellness programs

We are committed to the principles of employment equity and encourage applications from all qualified applicants. We thank all applicants for their interest, however, only those selected for further consideration will be contacted. This job posting will remain open until the role has been filled.