Property Administrative Coordinator

Who We Are

Reside Management is an innovative residential property management company based in Vancouver, BC. We specialize in the management and leasing of individually owned residential properties throughout Metro Vancouver.

Our mission is to provide exceptional service to landlords and tenants by combining technology, efficient systems, and proactive communication.

As we continue to grow, we are looking for an organized, detail-oriented, and technology-savvy Property Administrative Coordinator to support our Property Management and Accounting teams.

This role is ideal for someone who enjoys systems, administration, customer service, and problem solving in a fast-paced environment.

Position Summary

The Property Administrative Coordinator is responsible for ensuring our day-to-day administrative and operational processes run smoothly.

This position supports our licensed Property Managers by coordinating maintenance, preparing documentation, managing property records, following up on outstanding items, and ensuring our internal systems remain accurate and organized.

This role does not make property management decisions independently. Instead, it ensures that our Property Managers have accurate information, complete documentation, and well-organized systems to provide excellent service.

Key Responsibilities - Property Administration

Prepare and organize landlord and tenant documentation.
Set up new landlords, tenants and properties in our property management software.
Maintain accurate electronic property files.
Collect and review onboarding documents, including PAD forms, contact information and required documentation.
Process Land Title documents and ownership information.
Prepare lease packages and supporting documentation.
Prepare draft notices for review by the licensed Property Manager.
Ensure tenant and landlord records remain current.
Coordinate maintenance requests after approval from the Property Manager.
Schedule vendors, inspections and repair appointments.
Follow up with contractors regarding work progress.
Track outstanding maintenance items until completion.
Monitor property deficiencies and provide status updates.
Schedule annual inspections and tenant appointments.
Ensure move-in and move-out requirements are completed.
Prepare landlord and tenant communications.
Send approved notices, newsletters and update email s.
Respond to routine administrative inquiries.
Escalate complex tenancy or legal matters to the licensed Property Manager.
Coordinate communication between tenants, landlords, vendors and internal departments.
Prepare invoices for review and processing.
Collect outstanding documentation required by Accounting.
Assist with rent increase administration.
Ensure strata move-in and move-out fees are processed.
Follow up on administrative items related to owner and tenant accounts.
Maintain accurate records within Buildium
Follow company checklists and Standard Operating Procedures.
Identify opportunities to improve internal processes.
Assist with implementing new technology and automation tools.
Maintain organized digital files and shared drives.

What Success Looks Like

Successful candidates consistently:

Complete onboarding packages accurately and on time.
Maintain organized and complete property records.
Ensure maintenance requests are tracked until completion.
Keep administrative tasks up to date.
Communicate professionally with landlords, tenants and vendors.
Help Property Managers stay focused on high-value property management decisions rather than administrative work.
Continuously look for ways to improve efficiency and reduce repetitive work

Qualifications
Required
Minimum 2 years of administrative or operations experience.
Excellent written and verbal English communication skills.
Strong organizational and time management skills.
Exceptional attention to detail.
Ability to prioritize multiple tasks in a fast-paced environment.
Strong customer service mindset.
Comfortable learning new software and technology.
Self-motivated and able to work independently.
High level of professionalism and confidentiality.

Preferred
Experience in residential property management.
Familiarity with BC Residential Tenancy Act.
Experience using Buildium, google drive or similar property management software.
Mandarin or Cantonese is considered an asset.
Experience coordinating vendors or maintenance requests.

Technical Skills
Google Workspace (Docs, Sheets, Drive, Calendar)
Microsoft Office
Gmail
WhatsApp
WeChat
Property Management Software (Buidlium preferred)
AI tools such as ChatGPT or similar for administrative efficiency

What We're Looking For

We're looking for someone who:

Loves organizing systems and processes.
Enjoys helping others succeed.
Can manage multiple priorities without losing attention to detail.
Takes ownership of their work.
Learns quickly and embraces technology.
Wants to grow with a long-term, stable company.