Senior Property Management Assistant

Townline Group of Companies • Victoria, BC

4d • CA$65,000 - CA$85,000 • Hybrid

About The Position

The Senior Property Management Assistant will provide senior-level administrative, operational, financial, tenant-relations, and systems support to Townline’s Property Management team across commercial and residential assets. This role is ideal for a highly organized professional who understands the pace of property management, can mentor and support other administrators, and is comfortable acting as a key user for Yardi Voyager and related prop-tech platforms. The successful candidate will support Property Managers with daily portfolio operations, accounts payable and receivable workflows, lease and tenancy administration, vendor coordination, tenant communications, reporting, system implementation, and process improvement initiatives.

Requirements

• High school diploma required.
• Minimum 5–7 years of progressive experience in property administration, property management support, real estate administration, or a similar role supporting commercial and/or residential portfolios.
• Advanced working knowledge of Yardi Voyager, including practical experience supporting both commercial and residential operations.
• Experience supporting the implementation, integration, optimization, or adoption of property technology platforms, including resident engagement, vendor management, procurement, access control, or similar systems.
• Strong understanding of accounts payable, accounts receivable, rent collection, tenant billings, chargebacks, reconciliations, purchase orders, invoice processing, and property-level financial administration.
• Experience administering commercial leases and residential tenancies, including tenant communications, records management, notices, service requests, vendor coordination, and critical date tracking.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the professionalism and judgment required to interact with tenants, vendors, service providers, property owners, co-owners, and internal stakeholders.
• Strong customer service, relationship-building, and problem-solving skills.
• Demonstrated ability to maintain accurate records, ensure data integrity, and produce reliable reporting.
• High level of professionalism, accountability, integrity, and attention to detail.

Nice To Haves

• Post-secondary education in Real Estate, Business Administration, or a related discipline is considered an asset.
• Experience working with mixed-use, purpose-built rental, commercial, retail, industrial, residential rental, or developer-owned portfolios is considered an asset.
• Experience supporting process improvement initiatives, departmental standardization, change management projects, or system implementations is considered an asset.
• Experience mentoring, training, or supporting administrative team members is considered an asset.

Responsibilities

• Provide senior administrative support to Property Managers across assigned commercial and residential portfolios, ensuring files, records, reports, notices, and correspondence are accurate, complete, and delivered on time.
• Support the implementation of Townline Property Management policies, procedures, service standards, and internal controls.
• Assist with onboarding new and operating buildings into Townline’s management platform, including file set-up, tenant and vendor records, insurance tracking, reporting, and standard operating routines.
• Maintain strong working relationships with Property Managers, Accounting, Leasing, Building Managers, Resident Managers, maintenance teams, tenants, vendors, and internal departments.
• Support the standardization of property management procedures, including filing systems, document naming conventions, vendor and insurance tracking, move-in and move-out processes, and reporting practices.
• Support monthly, quarterly, and annual management reporting by compiling operational, financial, tenant, and property-related information.
• Contribute to process improvement initiatives that enhance efficiency, consistency, and service delivery across the portfolio.
• Support commercial lease administration, including lease abstracts, tenant records, critical date tracking, insurance certificates, option notices, operating cost recoveries, and tenant correspondence.
• Assist with commercial tenant billings, chargebacks, recoveries, arrears follow-up, tenant statements, reconciliations, and year-end adjustments in partnership with accounting.
• Track supplier contracts, certificates of insurance, vendor expiries, purchase orders, service agreements, and capital project documentation.
• Coordinate commercial tenant service requests and maintenance follow-up, escalating urgent or sensitive matters as required.
• Support vendor procurement, bid administration, invoice coding, purchase order processing, and capital project administration.
• Assist with budget preparation, accrual support, variance reporting, portfolio reporting, and owner or co-owner reporting requirements.
• Support residential tenancy administration, including move-ins, move-outs, renewals, notices, arrears management, file maintenance, and tenant communications.
• Assist with rent collection, payment tracking, arrears follow-up, returned payment documentation, and account reconciliations.
• Prepare, issue, and track tenant notices and correspondence in accordance with company procedures and applicable legislation.
• Maintain accurate records within Yardi Voyager, including leases, charges, payments, deposits, insurance, parking, storage, and supporting documentation.
• Support Building Managers and Resident Managers with service requests, maintenance coordination, vendor access, suite turnover administration, and resident communications.
• Assist with vacancy tracking, leasing administration, resident onboarding, occupancy reporting, suite readiness coordination, and related operational activities.
• Act as an advanced user of Yardi Voyager, including commercial and residential modules.
• Support system implementation, testing, troubleshooting, training, data validation, reporting, and user adoption initiatives.
• Assist with the implementation and optimization of property technology platforms, including Livly, VendorPM, access control systems, electronic invoicing and procurement tools, resident communication platforms, and related technologies.
• Partner with internal stakeholders and external vendors to document processes, test workflows, validate integrations, identify gaps, and recommend practical improvements.
• Develop training materials, user guides, standard operating procedures, and quality-control processes.
• Promote consistent data standards and reporting practices to ensure accurate, reliable, and audit-ready information across the portfolio.

Benefits

• The salary range for this position is $65,000–$85,000.
• Townline is committed to being an equal opportunity employer.
• We celebrate diversity and are committed to fostering an inclusive workplace where all employees are treated with fairness, dignity, and respect.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED