Job Description
WHO WE ARE
For over three decades, Prompton Real Estate Services has set the standard for real estate and property management in Greater Vancouver. Our success comes from the strength of our people — dedicated professionals who lead with integrity, collaborate openly, and are always looking for better ways to work.
Strong relationships are at the heart of everything we do. Whether we’re working with clients, tenants, trades, or each other, we bring professionalism, accountability, and a genuine commitment to exceptional service.
ABOUT THE ROLE
This contract position (up to 12 months, with the possibility of extension) is a maternity leave cover role reporting directly to the Director of Property Management and working closely with our Property Management team in Vancouver. Occasional support at our Surrey office may be required, with advance notice provided.
We’re seeking a highly organized, detail-oriented professional to provide administrative coordination across our brokerage portfolio. In addition to day-to-day responsibilities, this role will play an important part in key internal initiatives such as records management, key control processes, and document organization — all aimed at improving efficiency and strengthening our operations.
If you enjoy creating order from complexity, building practical systems, and ensuring every detail is accounted for, this could be an excellent opportunity for you.
KEY RESPONSIBILITIES
Property Management Support
Provide administrative support to the Property Management team across multiple properties and portfolios
Track warranty and deficiency items, maintaining accurate records and following up with property managers, contractors, and relevant stakeholders
Monitor work order and task status to ensure timely completion
Prepare and distribute bylaw notices, warnings, infractions, and fines as directed
Prepare and distribute annual property inspection notices
Brokerage Administrative Support
Maintain tenant insurance compliance records across the brokerage
Prepare and distribute strata communications and memos as directed
Keep digital and physical records organized and current
Support the team with spreadsheets, document tracking, filing, and general administrative coordination
Collaborate regularly with property management, accounting, and executive teams via email and MS Teams
Systems & Organisational Projects
Lead the digitization and indexing of approximately 30 years of physical property management files
Develop and maintain digital filing systems that are consistently structured and easy to navigate
Design and implement a key management system for residential units under management, covering storage, tracking, and issuance to property managers, contractors, and trades
Document internal procedures for key control, document storage, and administrative workflows
Identify and recommend improvements to administrative processes where opportunities arise
WHAT YOU BRING
Exceptional organizational skills and attention to detail
Strong proficiency in Microsoft Office (Excel, Word, Outlook) and comfort learning new software quickly
Clear, professional written and verbal communication skills
A methodical, process-oriented approach — you build systems others can rely on
The ability to work independently, manage competing priorities, and follow through consistently
Experience in administration, property management, records management, or operations support is an asset
Familiarity with Buildium or similar property management software is an asset
