The CompanyUBC Properties Trust was established in 1988 with the mission to build financial legacy, and create innovative spaces to live and learn. We develop, service and lease residential land at UBC to create communities and build UBC's endowment for future generations. We construct and manage rental properties to provide residential, retail and office space to support workforce housing and other academic objectives. We provide project management services to construct institutional buildings for UBC, and advise on land use and development. We operate on both the Point Grey campus and UBC Okanagan; and have two property management divisions, Village Gate Homes and Wesbrook Properties.The Team: Village Gate HomesSince 2001, Village Gate Homes has been developing, leasing and managing rental housing for UBC's fulltime, permanent faculty and staff. Village Gate Homes now has over 1,300 homes, including rental apartments, city-homes and townhomes across 18 buildings. All buildings are located in either the Hawthorn Place or Wesbrook Place neighbourhoods at UBC. There are also new buildings in the pipeline that will be added to the portfolio in the next couple of years.
Current Residential Housing: Azalea, Sumac, Cascara, Gardenia, Tamarack, Larkspur, Dahlia, Magnolia, Nobel and Webber House, Cypress and Pine House, Mundell, Oakwood, Evolve and Echo, Theory for a total of 1238 units.Current Retail & Student: David Strangway with seven (7) commercial tenants and MBA House with four (4) commercial tenants & eighty-one (81) graduate-student rental accommodations. The OpportunityThe Property Administrator performs administrative functions relating to the daily operation of the portfolio, and provides administrative and project support to the Property Managers for Village Gate Homes. We are looking for someone who is solutions-driven, always looking for improvements for both tenant and business needs in a high-paced working environment. We provide exceptional, tailored customer service to the faculty and staff of UBC, and so excellent communication skills, both verbal and written, is essential. You will be the first point of contact for leasing matters, and therefore will need to respond promptly and demonstrate professionalism at all times. We are looking for someone who displays diplomacy, common sense and the ability to negotiate complex issues. The ideal candidate is flexible and adaptable in work changes and direction, demonstrating the willingness to assist with overflow and vacation coverage for other members of the team as needed.Key Responsibilities (include, but are not limited to):

• Collect and monitor all monthly rental income, correspond with tenants regarding increases, changes or outstanding charges, and communicate new or revised tenant charges to accounting department.
• Respond to resident requests (e.g., suite repairs), and assist the Property Managers in working with residents to resolve problems and complaints.
• Liaise with Resident Caretakers, Property Managers and service providers regarding all tenant suite repairs, move-ins and move-outs, maintenance, inspections etc., and ensure tenants are notified and permissions for suite entries obtained.
• Obtain quotes and organize suite renovations with trades and upon receiving approvals from Property Managers and handle scheduling of work and trades for unit turnover and renos
• Track and maintain daily, weekly and monthly leasing reports, preparation of lease related paperwork, parking and storage agreements as needed; ensure all documentation is accurate and properly executed.
• Maintain property management filing system and electronic data files, verify and update all tenant, lease and building information.
• Regularly communicate with tenants in order to keep up to date insurance and employment information
• Apprise Property Managers regarding daily activities and review/direct incoming correspondence appropriately.
• Maintain updated tenant database and manage/process PO's and any other needed information in yardi voyager
• Respond to any telephone or email rental housing inquiries and ensure company website information is accurate and updated regularly with newly leased units and any upcoming vacancies.
• Organize and manage the collection and distribution of keys for rental suites and building service areas and maintain remote fob key system.
• Draft and send emailers and notices to tenants re. building rules, regulations and other information pertaining to the buildings and their operation
• Directly and regularly communicate with the leasing coordinator to ensure all units are leased with no vacancy
• Other one-off or ongoing tasks and duties, as assigned by Property Managers

Competencies and Qualifications

• A relevant Diploma or Degree.
• A minimum of 1 year experience in the real estate or property management industries.
• Strong interpersonal skills – professional, friendly and courteous.
• Sense of urgency and excellent prioritization skills.
• Multi-tasking ability – capable of prioritizing multiple tasks and carrying them out calmly and efficiently.
• High degree of reliability and accessibility for tenants.
• Maintain confidentiality and demonstrate sound judgment and impeccable discretion at all times.
• Proficiency with MS Office
• Experience with Yardi Voyager is an asset.
• Demonstrated knowledge of all governing legislation such as Residential Tenancy Act; Human Rights Code; Personal Information Protection Act of British Columbia; Building code, Fire Code and Occupational Health and Safety.

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