Office Administrator

Company Overview

Mountain Country Property Management specializes in licensed residential property management within the scenic Sea to Sky corridor. We are dedicated to providing exceptional service and maintaining well-managed, comfortable living environments for our clients.

Job Summary

The Office Support / Property Coordinator provides administrative and operational support to the Property Management team. The role is responsible for maintaining accurate property and tenant records, coordinating routine communications and notices and supporting lease administration.

The position requires strong attention to detail, organization, communication skills, and the ability to stay on top of assigned tasks.

Responsibilities

Lease Administration

• Prepare new leases for Property Manager approval, ensuring leases are accurate.
• Maintain accurate and up-to-date tenant and lease details in multiple software programs.
• Make administrative updates to lease information as directed and approved by the Property Manager.

Rent Administration & Notices

• Prepare and send/deliver annual review notices, including follow up correspondence and rent increases, as directed by the Property Manager.
• Maintain accurate and up-to-date rent details in software.
• Generate and draft rent increase notices, as directed by the Property Manager.
• Maintain accurate records of rent changes, notices, correspondence, and follow-up actions.

Tenant Administration & Communication

• Send/deliver notices of inspection to tenants, either in person or by email as appropriate.
• Draft tenant correspondence for notices, as directed by the Property Manager.
• Assist with compilation of annual review information, for Property Manager review.
• Maintain accurate records of tenant insurance and follow up on outstanding documentation, at the Property Manager’s direction.

Marketing & Advertising Support

• Assist with creating and managing property advertisements and marketing materials as directed by property manager.
• Assist with gathering photographs, property details, and other information required for advertising.

Property & Contractor Coordination

• Coordinate or provide access to properties for tradespeople as required and communicate relevant access information.
• Review and manage outstanding purchase orders (POs) by confirming whether associated work has been completed, following up where necessary, and cancelling obsolete or unnecessary POs once completion or status has been confirmed.

General Office & Administrative Support

• Provide general administrative support to Property Managers and the property management team.
• Assist with data entry, document preparation, filing, scanning, and record maintenance.
• Maintain organized electronic files.
• Maintain confidentiality when handling tenant, property, financial, and organizational information.
• Perform other related administrative and property coordination duties as required.

Key Skills & Competencies

• Highly organized, detail-oriented, and able to manage multiple priorities.
• Strong administrative and data-entry skills.
• Able to work independently and collaboratively with Property Managers.
• Has vehicle

Schedule

Flexible schedule – able to work a variety of hours during the day, so long as the needs of the business are being met. Opportunity to work from home partly once proficiency is established. Thursdays in office is required.

Work is estimated between 10-20 hours a week depending on work load.

Mileage reimbursement provided.

Pay: $23.00-$27.00 per hour

Expected hours: 10.0 – 20.0 per week

Work Location: In person