Property Management Administrative Support

About Vicinity

At Vicinity, we pursue a clear and committed mission: to develop and manage affordable, sustainable, and high-quality rental housing. Through innovative residential projects, we place energy performance, digitalization, and services tailored to tenants' needs at the heart of our approach, aiming to simplify daily life and improve quality of living.

Convinced that social impact goes hand in hand with economic performance, we fully integrate principles of diversity, equity, and inclusion into our corporate culture. These values are essential drivers for achieving our ambitions and creating a stimulating and fulfilling work environment.

Vicinity adheres to high ESG (Environmental, Social & Governance) standards, officially recognized through its B CORP certification.

Our investment strategy is based on three fundamental pillars:

Affordability

Energy efficiency

Mobility

Supported by a committed and experienced team, Vicinity ensures rigorous management of its fund and real estate assets, delivering strong and sustainable results for its investors.

Today, Vicinity manages a portfolio of approximately 1,000 units, including 350 already operational and 650 under development, mainly located in Antwerp, Brussels, and Liège. 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, PowerPoint) and ideally property management software.

Interpersonal skills

• Proactive mindset and team spirit;
• Willingness to learn, versat