Senior Property Administrator

Organizational Overview

Based in Vancouver, Community Land Trust (CLT) is a social purpose real estate developer focused on creating communities’ people are proud to call home. Established in 2015, CLT is a member of the CHF BC group of social enterprises. CLT stewards its real estate, asset management, development, and finance portfolios with access to shared corporate services of the CHF BC group.

 

CLT currently has more than 34 properties in their portfolio, 22 co-ops under management, with more than 2,600 occupied homes and another 1,200 homes in development or under construction in Victoria, Abbotsford, Maple Ridge, Vancouver, Surrey, New Westminster, Burnaby, Coquitlam, Kelowna and North Cowichan.

 

Over the past 10 years, CLT has grown significantly, building their own real estate, development, asset management, and finance divisions.  Today, CLT has a real asset portfolio of approximately $1.25 billion, with $45 million in operating budgets and a team of 48 staff.

 

Our team of skilled industry professionals is focused on creating and advocating for inclusive communities that residents are proud to call home.

 

Purpose of the Position

The Senior Property Administrator provides portfolio-level administrative and operational leadership across a diverse housing portfolio. This role is responsible for strengthening operational consistency, compliance management, governance coordination, and resident service delivery by independently managing key administrative processes that support Property Managers and Building Managers.

The position is designed to increase portfolio efficiency, improve responsiveness to residents and boards, and release Property Manager capacity for higher-level oversight and strategic portfolio growth.

This is a senior-level administrative role with portfolio-wide accountability and a defined development pathway toward Building Manager or Junior Property Manager roles, subject to performance and organizational needs.

Key Responsibilities

 

Portfolio Administration & Compliance Support

• Maintains primary accountability for compliance trackers, reporting requirements, and key administrative deadlines
• Establishes and maintains organized digital and physical records for assigned properties
• Tracks lease documentation, renewals, annual income verification cycles, and regulatory compliance timelines
• Prepares and maintains standardized forms, trackers, and filing systems across the portfolio
• Coordinates move-in and move-out administrative processes and required documentation
• Prepares internal reports and documentation required by leadership, funders, or oversight bodies 

 

Resident Services & Communication

• Serves as a central point of contact for general resident inquiries, triaging issues appropriately
• Drafts and distributes resident notices and communications in alignment with organizational standards
• Maintains communication logs and ensures timely follow-up and resolution
• Coordinates inspections, access requests, and scheduling in collaboration with Building Managers 

 

Financial & Leasing Administration

• Supports housing charge tracking and coordination of follow-up activities
• Tracks invoices, codes documentation, and ensures required backup is collected and filed
• Coordinates vacancy postings and application intake processes
• Prepares leasing documentation packages for review and approval
• Finalizes delegated administrative components of leasing packages in accordance with established authority

 

Operational Coordination

• Coordinates contractor access across sites in collaboration with Building Managers
• Tracks inventory and supports small procurement processes
• Provides administrative coverage and continuity during staff absences
• Supports the implementation and consistent application of standardized operational procedures across the portfolio 

 

Governance & Board Support

• Acts as the first point of contact for governance coordination across assigned housing co-operatives
• Prepares board packages, AGM materials, and meeting documentation
• Coordinates meeting logistics and maintains governance-related records
• Tracks follow-up actions and commitments arising from board and committee meetings
• Provides structured administrative support to Building Managers related to governance and board operations

 

Qualifications

• Minimum 3–5 years of progressive administrative experience, preferably within property management, housing, or community-based environments
• Demonstrated ability to manage competing priorities across multiple sites with strong organization and attention to detail
• Proven capacity to communicate professionally and effectively with residents, boards, contractors, and internal stakeholders, including navigating sensitive or complex situations
• Strong written and verbal communication skills in English
• High level of judgment, discretion, integrity, and professionalism, with the ability to maintain confidentiality
• Knowledge of co-operative housing and governance principles is considered an asset
• Proficiency with Microsoft Office and property management systems; experience with Yardi or similar platforms is preferred

Working Requirements

• Flexibility to attend occasional evening meetings related to governance or operational requirements
• Ability to work on-site across multiple housing co-operatives, with regular travel throughout the Lower Mainland

 

What We Offer

At Community Land Trust, we don’t just offer jobs, we offer purpose-driven careers with meaningful benefits, including:

 

• Mission-driven work supporting inclusive, community-based housing
• Opportunities to engage with the co-operative housing sector, including conferences and federation events
• Regular team and organizational events
• Comprehensive extended health benefits
• Wellness days in addition to annual vacation
• RRSP matching program
• Paid time off between Christmas and New Year’s

 

Compensation

$68,000–$75,000 annually, commensurate with experience, plus comprehensive benefits, retirement and education allowances.

 

Equity, Diversity and Inclusion

CLT Development Services Society is an equal opportunity employer.  We hire based on merit and are strongly committed to equity, diversity and accessibility.  Upon request, accommodation will be provided throughout the recruitment, selection and/or assessment process to applicants with disabilities.  We value diversity and encourage applications from individuals of all backgrounds and experiences.

Please note that we only contact candidates that possess the qualifications and experience for the position.