Assistant To Property Management

ASSISTANT TO PROPERTY MANAGEMENT

The Company

UBC 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 (faculty and staff rental) and Wesbrook Properties (market rental).

Property Management

Since 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 850 homes, including rental apartments, city-homes and townhomes across 12 buildings. All buildings are located in either the Hawthorn Place or Wesbrook Place neighbourhoods at UBC.

Since its creation in 2009, Wesbrook Properties has been providing the highest quality rental property management services for a unique collection of near 850 townhomes and apartments at the University of British Columbia. Wesbrook Properties has 10 buildings located in U Boulevard, East Campus, North Campus and Wesbrook Place neighbourhoods for anyone wishing to enjoy an exceptional lifestyle that only living at UBC can offer.

The Opportunity

Reporting to the Director of Property Management, this role is the administrative backbone of the day-to-day operations of UBC Properties Trust’s Property Management office. The ideal candidate is self-motivated, outgoing, detail oriented and customer focused. The role is the face of our office: screening all incoming phone calls and answering enquiries, greeting visitors with a smile and making the first impression.

To be successful in this role, you must have a good eye for detail and general understanding of property administration terminology and processes. You are comfortable working in a fast-paced environment and have excellent interpersonal and communication skills. You execute discretion and seamlessly put people at ease with your diplomatic manner, dealing with a huge variety of people and matters with respect and courtesy. You have the ability to manage the unexpected, enjoy solving problems and taking the initiative to improve processes and the way things are done to better serve the needs of our tenants and the business. Ultimately, you realize that seamless teamwork within a property management business is absolutely essential.

Key Responsibilities

• Boardroom calendar management
• Maintaining a high level of confidentiality at all times, especially when dealing with tenant personal information
• Incoming and outgoing mail and courier orders: mail sort and distribution
• Assist the Property Administrators and Property Managers in working with tenants on a wide range of matters, which may include the resolution of complaints
• Maintain property management filing system, electronic data files and offsite archiving
• Supply orders (kitchen, office, business cards and advertising material) and uniforms for Resident Caretakers as needed
• Collect monthly rental income and process through a choice of payment methods
• Organize and manage trade key system and maintain key log book, as well as tenant key and fob orders
• Coordination of office facilities (alarm systems and after hours call centre requirements)
• Event coordination (staff birthday celebrations, lunches and social events)
• Set-up all new staff member’s workstations and ensure IT/office needs are met
• Management of our Property Management reception (all incoming calls, messages, faxes, emails)
• Ensuring a neat, clean and tidy office and meeting room at all times
• Manage the PM corporate cellphone account (including the weekend on-call phone), and coordinate/assist resolution of I.T requests for the office
• Other tasks and duties, as assigned.
• Processing expense reports for staff, petty cash, and invoice management for UNA, TEF, and AdminVGH budgets

Competencies And Qualifications

• Preferred – Familiar with industry specific software (Yardi)
• Sense of humour
• At least 2-3 years’ administrative experience, preferably in property management.
• Strong organizational skills and the ability to focus on multiple tasks at the same time
• Adaptability and flexibility, works independently or as part of a team, changing gears when required, whether multitasking or adapting to changing work requirements
• Focuses on identifying and organizing resources, to provide a high level of personal service expected by tenants and staff
• Able to deal with repetition and possesses a strong task focus necessary for the successful completion of the administration work required in this role
• Positive attitude and energy, exhibits a sunny outlook even when under pressure
• Becomes a trusted confidant to staff and tenants
• Professionalism and work ethic, sticks with challenges until they meet them
• Advanced computer skills and experience with with MS Office is essential
• Preferred – Business Administration Diploma or Degree

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