Job Description

About Townline

The Townline Group is a Real Estate Development Company primarily focused in the Lower Mainland and Vancouver Island. Our development and construction portfolios are diverse and consist of mixed-used multi-family and commercial construction, as well as non-market and purpose-built rental housing. Townline is a well-rounded company with proven teams specialized in the areas of Development, Affordable Housing, Finance, Acquisitions, Construction, Sales, Marketing and Customer Care all housed under one roof. Townline has been building homes since 1981 and believe diversity is the cornerstone to our success and longevity.


Currently we are in need of a dedicated, Resident Manager/Leasing Assistant to join the Hudson District in Victoria, BC. This is an exciting opportunity for someone who would like to work with one of BC's most respected and proven residential and mixed-use developers. The required shifts will be from Sunday - Thursday.


As a Resident Manager/Leasing Assistant, you will be responsible for a hybrid set of duties that include full cycle leasing, ensuring efficient, effective operations throughout the leasing process and general management of residents. Your attention to detail, organizational skills, and ability to manage multiple tasks will be essential in maintaining accurate records, coordinating lease agreements, and facilitating communication with tenants and property management staff.

Key Leasing Responsibilities:

Property Tours and Showings: + Schedule and conduct property tours for interested parties.
+ Highlight property features and amenities during tours.
+ Follow up with prospective tenants to answer questions and address concerns
Tenant Correspondence and Communication:
Serve as a primary point of contact for tenant inquiries and requests, during the leasing process Respond to phone calls, emails, and written correspondence promptly and professionally. Communicate lease-related information to tenants, including rent payments, lease renewals, and maintenance procedures. Lease Documentation and Processing: + Prepare lease agreements, addendums, and other leasing documents accurately and in a timely manner.
+ Review lease terms and conditions to ensure compliance with company policies and regulations.
+ Coordinate lease signings and ensure all required signatures and documents are obtained.
Tenant Screening and Application Processing: + Assist with processing rental applications and conducting background and credit checks.
+ Communicate leasing requirements and procedures to prospective tenants.
Database Management and Recordkeeping: + Maintain accurate and up-to-date records of lease agreements, tenant information, and property inventory.
+ Input data into property management software systems and ensure data integrity.
+ Generate reports and analyze leasing trends to support decision-making processes.
+ Coordinate with leasing team members to facilitate the approval process for new tenants.
Property Inspections Coordination: + Schedule and coordinate move-in and move-out inspections with tenants and property management staff.
+ Update leasing team on property availability and status.
Administrative Support: + Assist leasing team with administrative tasks such as filing, copying, and scanning documents.
+ Coordinate meetings, appointments, and travel arrangements for leasing staff.
+ Provide general administrative support to ensure smooth operations of the leasing department.

Key Resident Management Responsibilities

Customer Service + Providing superior quality customer service, dealing effectively and fairly with tenant requests and concerns in a timely manner.
+ Attending to the tenant services phone line and email requests and ensuring prompt response and follow up is provided up to completion.
+ Proactively anticipating needs/issues and providing solutions to tenants and the team.
+ Maintaining good tenant relations, handling and documenting tenant complaints and any emergencies in the building which occur during, over and above office hours.
+ Respectfully and capably representing the best interests of the Landlord in all internal and external dealings.
Operations Coordination + Managing the booking of elevators for move-in and move-outs, the guest suite(s) and the amenities.
+ Planning and participating in various building events such as Tenant Appreciation Day and other social activities.
+ Planning and managing special event rentals of the various amenities.
Building Management
Ensuring the parking and storage locker rules and regulations are strictly adhered to by the residential tenants and maintain up to date records of all infractions. Emergency response and on-call, after hours duty, as required. Assisting with minor common area cleanup and tidying, as needed. Conducting suite inspections upon tenant move-in and move-out and determine what is tenant damage or reasonable wear and tear. Reviewing the security cameras in the event of theft or damage to assist the police and/or other staff to determine cause or events of such an occurrence. Ensuring that turn-over suites are ready for new tenant(s) by helping to clean suites, if necessary, and ensuring that all repairs and upgrades are completed. Following proper procedures for logging and dispatching service requests and work orders. Assisting with researching quotes and other information for special maintenance and capital projects as directed by the Property Manager. Tenancy Administration
Ensuring all rents and cheques are received, and pursue delinquent rents and NSF cheques, if required by the supervisor. Recording rent receipts and making bank deposits. Serving Termination Notices, Rent Increase Notices, and other notices as approved by the Leasing and Administration Manager and Property Manager and in compliance with Residential Tenancy Act. Assisting with drafting and distributing letters, notices, contracts, and other correspondence related to the administration of the property. Maintaining up to date tenant contact and contractor information. Performing any other duties required to better administer tenancies and the building.

Qualifications & Skills

Education

: High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

Experience

: Background in sales and/or hospitality through education or work experience. 1-2 years of experience in leasing or property management. Excellent communication and interpersonal skills. Detail-oriented with strong multitasking and prioritization abilities. Proficient in property management software (Yardi suite) and Microsoft Office Suite. Capable of working independently and collaboratively in a fast-paced environment. Polite, professional, and cooperative, with a willingness to assist others. Adaptable to changing demands while maintaining composure. Proactive sales mindset with a commitment to minimizing vacancy rates. Able to follow directions and complete assigned tasks promptly. Mature, confident, and tactful when handling difficult issues or conflicts.


Sunday to Thursday