Property Administrator, VGH

This role is available immediately due to an internal promotion.

The Team: Village Gate Homes

Since 2001, Village Gate Homes has developed, leased and managed rental housing for UBC’s full-time, permanent faculty and staff. Village Gate Homes manages rental apartments, city homes and townhomes across 19 buildings. All buildings are located in the Hawthorn Place or Wesbrook Place neighbourhoods at UBC. New buildings in the development pipeline are expected to be added to the portfolio over the next few years.

Current Residential Housing: Azalea, Sumac, Cascara, Gardenia, Tamarack, Larkspur, Dahlia, Magnolia, Nobel and Webber House, Cypress and Pine House, Mundell, Oakwood, Evolve, Echo, Theory, and Symphony for a total of approx. 1,400 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 Opportunity

Reporting to the Property Manager, the Property Administrator supports the day-to-day administration of the portfolio and provides project support to the property management team. The successful candidate will be solutions-oriented, responsive to tenant and business needs, and comfortable working in a fast-paced environment. Because the role may be the first point of contact for tenant matters, excellent written and verbal communication skills, sound judgement, diplomacy and professionalism are essential. The ideal candidate is flexible, adaptable and able to provide coverage for other team members as needed, including during vacations.

Key Responsibilities:

· Assist team with daily and recurring tasks and ongoing projects as and when needed

· Collect and monitor all monthly rental income, correspond with tenants regarding increases, changes or outstanding charges, and communicate new or revised tenant charges to the 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

· Maintain property management filing system and electronic data files, verify and update all tenant, lease and building information.

· Regularly communicate with tenants to keep up to date insurance and employment information

· Apprise Property Managers regarding daily activities and review/direct incoming correspondence appropriately.

· Organize and manage the collection and distribution of keys for rental suites and building service areas and maintain Keyscan fob system.

· Draft and send emailers and notices to tenants regarding building rules, regulations and other information pertaining to the buildings and their operation

· Daily monitor outlook inboxes as requested by Property Managers.

· Other tasks and duties, as assigned.

Competencies and Qualifications

· A relevant degree or diploma, or equivalent combination of education and experience.

· A minimum of 2 years’ experience in administration in an office environment

· A minimum of 1 year experience in the real estate or property management industries is an asset.

· Multi-tasking ability – capable of prioritizing multiple tasks and carrying them out calmly and efficiently.

· 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 is an asset

E04JI800qqf9409dvkb