Administrative Coordinator Jobs

We are seeking a highly organized and detail-oriented Administrative Coordinator with fluent Mandarin language skills for our client in the real estate investment industry. The ideal candidate will provide administrative support to our Owners and stakeholders, coordinate meetings, oversee property management tasks, assist with financial duties, and support market research efforts. This role requires exceptional communication skills in Mandarin and English, strong multitasking abilities, and a proactive approach to problem-solving. If you are a motivated individual with a passion for administrative excellence and a keen interest in real estate, this position is for you.

Responsibilities:

Administrative Support 50%

• Coordinates annual general meetings (AGMs), extraordinary general meetings (EGMs) and board meetings within the company and its affiliates, , including coordinating stakeholders’ schedules, documentation and distribution, obtaining signatures, setting and monitoring deadlines.
• Oversees and maintains records of company’s property/properties and tenants
• Reviews business documents and highlights important sections for the Directors’ efficient review
• Provides administrative support to the Directors and other stakeholders. Responsibilities include: keeping company records up to date and submitting annual reports and other filings with the governing authority as needed, following up on action items by defining priorities, making sure tasks are assigned and completed on time; obtaining signatures, filing and other duties as necessary.
• Performs financial duties such as invoicing, cheque collecting and depositing, handling and reporting on business expenditures and processing payments, preparing monthly bank conciliation, and communicating with a CPA as required.
• Acts as the main contact person for the company for matters related to leasing and maintenance of the property/properties owned by the company. Responsibilities include: liaises with external parties such as realtors for property listing, contractors and/or service providers for timely property repair, maintenance and problem solving, insurance agent for policy renewal and/or claims, and other organizations as needed.

Construction Project Support 35%

• Coordinates with property owner, general contractor, interior designer and other related parties during the course of construction. Responsibilities include: weekly project site inspection, invoices review, budget control, communication with construction supplies/materials suppliers, product research and comparison, sample review, meeting minutes taking and other tasks as required.

Market Research Support 15%

• Conducts research on city plannings of municipalities within the greater Vancouver area.
• Conducts market research on potential local real estate investment opportunities.
• Liaises with external service providers (e.g., realtor, surveyor, accountant, lawyer, property inspector, environmental expert, geography expert, and etc.) to exchange information and/or give instructions as required.
• Other duties as assigned.

Requirements:

• Fluency in Mandarin and English is essential, with excellent written and verbal communication skills.
• Completed Bachelor's Degree in Business Administration or other relevant degree.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• 5+ years of experience in administrative support roles, preferably in the real estate or property management industry.
• Strong organizational skills and the ability to manage multiple tasks with meticulous attention to detail.
• Must have a valid BC driver's license and a reliable vehicle