Property Management Administrative Support

About Vicinity

Vicinity is a Belgian real estate investment fund dedicated to developing and managing affordable and sustainable rental housing. Founded in 2020, Vicinity brings together public, private, and institutional investors around a shared conviction: quality housing is both a social necessity and a long-term investment opportunity.

At Vicinity, affordability goes beyond the rent itself. It is measured through the total cost of living: location, mobility, energy performance, utilities, and services all have as much impact on household budgets as rent. This broader vision guides the design and management of every building we develop and operate.

As a certified B Corp, Vicinity follows a People-Planet-Profit approach, where financial performance and social impact mutually reinforce one another rather than compete. The fund develops, acquires, and manages residential buildings designed for and with their residents, with a constant focus on energy efficiency, architectural quality, and vibrant neighborhood life.

Backed by an operational and purpose-driven portfolio exceeding €350 million and a development pipeline spanning Brussels, Wallonia, and Flanders, Vicinity aims to reach €1 billion in assets under management by 2031.

Vicinity is a fast-growing team built around operational excellence, digitalization, and a strong purpose-driven culture, all working toward a fairer and more sustainable housing model.

To strengthen our Property Management team and support our growth, we are looking for a Property Management Administrative Support Officer.

Location

Watermael-Boitsfort, 1170 Brussels

Contract type

Permanent contract – employee status. Full-time or part-time (min. 80%).

Start date

As soon as possible

Your mission

As a Property Management Administrative Support Officer, you provide efficient commercial and administrative support to property management activities, acting as the first point of contact for tenants and prospective tenants. Your objective is to ensure a high-quality service and support experience for both tenants and future tenants.

You will work closely with the Leasing Officer as well as with the Property Management and Technical teams.

Your responsibilities

Support to leasing activities

• Drafting property listings and editing photos;
• First contact with prospective tenants (responding to rental inquiries);
• Conducting initial screening of applications (profile analysis);
• Planning and coordinating visits in the leasing officer's schedule;
• Sending and following up on application files (ensuring completeness);
• Preparing and coordinating lease signing, drafting contracts and amendments in collaboration with the leasing officer;
• Monitoring rental guarantees and registering lease agreements;
• Inputting and updating data in our systems (YouRent / Odoo);
• Monitoring lease renewals and reporting to the commercialization department.

Daily property management support

• First-line support via phone, emails, tickets, and platform requests regarding tenant issues;
• Acting as the first point of contact for administrative or technical requests before forwarding them to the relevant team;
• Collaborating with the Property Management team to follow up on issues within buildings.

Documentation & administrative support

• Updating rental databases (legal documents, contracts, certificates, etc.);
• Digital filing and archiving to maintain an accurate database;
• Preparing reports to support the team and the Head of Property Management;
• Administrative follow-up of the sales process (information organization, support to internal communication);
• Sending standard correspondence (to tenants, suppliers, etc.), checking suppliers' social security/VAT compliance, managing purchase orders;
• Monitoring tenant satisfaction surveys.

Services management support

• Updating internal and external platforms to track tenants using partner services and ensure accurate billing;
• Acting as a point of contact for service providers for any questions, follow-up, or issue resolution.

Team back-up

• Providing occasional support to colleagues in case of absence (leasing officer, property manager, front desk, etc.) to ensure the best experience for tenants and prospects.

Your profile

Experience & education

• Background or experience in administration, real estate, or equivalent;
• Initial experience in customer service or administrative support is a plus.

Professional & technical skills

• Excellent organizational skills, attention to detail, and ability to manage priorities;
• Strong written and verbal communication skills;
• Good command of office tools (Word, Excel, Po