Community Representative

About Us:

At Regional Group, we're not your typical real estate company – we're innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. Today, we boast a $5+ billion pipeline of commercial, mixed-use, and residential projects in various stages of development in Ontario and Quebec. Additionally, our management portfolio includes over 2.9 million square feet of commercial space and 2,000 residential units. Through our homebuilding division, eQ Homes, we consistently create visionary, award-winning communities that lead the way in home innovation and sustainable living initiatives.

About the Role

Regional Property Services Inc (RPSI) is a division of the Regional Group of Companies, looking for a Community Representative to act as the primary contact for the community, manage leasing and resident relations, coordinate with marketing, and perform office duties to promote a positive impression of the community.

Key Responsibilities:

Resident Relationship Management:

• Act as the main point of contact to residents and promotes positive relations with them.
• Respond to residents by actively listening and acting upon inquiries, concerns, and complaints.
• Escalate complaints to the Community Manager as required.
• Communicate effectively with residents, prospects, guests, and others.
• Facilitate tenant move-ins and move-outs to ensure transitions are smooth.

Leasing:

• Perform the overall leasing and resident relations functions at the property, evaluating and monitoring metrics that include vacancies, traffic, new rentals, renewals, move-ins, etc.
• Field incoming prospect calls, emails, or walk-ins, facilitating appointments and tours, tracking each guest on the weekly report, and providing initial information packages.
• Respond to all leasing inquiries, securing appointments to view the property and update/record activity in Yardi Voyager.
• Conduct property tours and show available suites to prospective residents.
• Maintain a comprehensive knowledge of the property, including availability of suite types and layouts, common areas and amenities of the building.
• Administer of all leases including the preparation of guest cards for all traffic and inquiries, managing the active leads, entering application data, performing screening, document management, amending lease agreements, managing lease extension/rental increase entries, lease assignments, etc.
• Coordinate record keeping of resident documents, credit checks and other pertinent tenant qualification criteria.
• Track all move-in schedules, ensuring maintenance is aware of upcoming move-ins and that the suite is prepared for the new resident.
• Ensure that resident welcome packages and other relevant move-in forms and statements are ready to go for new residents.
• Schedule and performs all move-in activities.
• Follow up with new residents for quality assurance.

Marketing:

• Coordinate with marketing for advertisement of the property, including marketing brochures, signage, company website, social media, and other related marketing efforts.
• Perform all tasks related to RentSync and other ILS efforts for marketing and leasing the property.
• Maintain a working knowledge of competitive buildings and conduct monthly market surveys of these properties.
• Provide feedback and recommendations to Property Manager on rental rates, promotions, and overall market conditions with a view to maximizing revenue at the property.
• Establish and maintain relationships with community organizations, including local businesses that may add value to the Resident experience or result in increased traffic to the property.

Administration and Reporting:

• Create and/or update required reports and manages resident documents.
• Update and provide weekly reports from Yardi Voyager on vacancies, traffic, and other established metrics.
• Collect and upload all leasing documentation including leases, rental increase letters, notices, forms, and other supporting documentation using Yardi Voyager.
• Coordinate reservations of elevators for move-ins and move-outs, placing on and removing from service.
• Inspect all vacant suites daily to ensure suites are in optimal condition for showings/appointments.
• Report to Community Manager deficiencies in suites and common areas.
• Perform other duties as directed by leadership, or as the position evolves.

About you

• Minimum of 1-3 years of relevant experience is necessary.
• Previous experience in property management, customer service or administration is an asset.
• Excellent verbal and written communication skills, bilingualism is an asset.
• A mature approach with an attention to detail is required.
  
• Knowledge of Yardi Voyager 7s and/or RentCafe is considered an asset.
  
• Working knowledge of Microsoft Office 365 (Word, Excel, PowerPoint, Teams).
• Strong customer service orientation, an engaging and positive attitude towards colleagues and tenants.

Why Join Us:

• We empower our people to strive for creativity, uniqueness, and distinction.
• We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement.
• We take pride in shaping real estate in Ottawa for over 60 years
• Enjoy competitive pay, incentives, and tuition reimbursement to support your personal and professional growth.
  
• Benefit from 15 paid vacation days plus additional PTO to ensure a healthy work-life balance.
• Thrive in a supportive environment with ample growth opportunities to nurture your career.
• Our driven values are Integrity, Commitment, Innovation, Attention, Balance, Gratitude, and Leadership.

Regional Group is an equal-opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs.