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 (UBC staff and faculty rentals) and Wesbrook Properties (market rental).The Team: Wesbrook PropertiesSince 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 UBC. Wesbrook Properties has eight buildings located in East Campus, North Campus and Wesbrook Place neighbourhoods for anyone wishing to enjoy an exceptional lifestyle that only living at UBC can offer. We also manage a large portfolio of retail and office space, and there are only more buildings in the pipeline as we continue to grow.
Current Market Rentals for a total of 1068 units: Granite Terrace, Mews, Greenwood Commons, Vista Point, Central, Village Square, Georgia Point, Focal, and Verve.
Current Commercial and Retail for a total over 180,000 sq. ft.: Granite Terrace 1, Granite Terrace 2, Granite Terrace 3, Central, Village Square, Focal, Surrey (King George Blvd), and Paprican (Wesbrook Mall).The OpportunityWe are seeking a Property Leasing Administrator who is solutions-driven, always looking for improvements for both tenant and business needs. Excellent communication skills, both verbal and written, is essential. You will be the first point of contact for leasing and maintenance matters for your portfolio, and therefore will need to respond promptly and demonstrate professionalism at all times. The Property Leasing Administrator performs administrative and clerical work related to building operations, including leasing, move-in and move-out inspections, data management and coordination of contracted and in-house maintenance. The role will work very closely with our onsite Resident Caretakers in regard to daily tenant concerns, maintenance issues and supplies. Building inspections are conducted with the Resident Caretakers on a monthly basis. The below may also include other duties and projects, as assigned.
Key ResponsibilitiesLeasing proceduresManage the leasing process from the initial web advertisement all the way through to execution of Lease Agreements, including conducting property viewings, answering all enquiries and reviewing applications. Act as a point of contact for tenants, addressing inquiries, concerns, and requests in a professional and timely manner.
Move-out and move-in procedures

• Perform move-in and move-out inspections with tenants, as needed
• Coordinate all aspects of the move-in/out inspections from scheduling, coordination of trades (cleaning and repairs etc.)
• Create and maintain building records (organize binders, drawings, building plans, etc.)
• Co-ordinates and conducts audits on parking and storage locker assignments
• Be available to work on the last and first day of the month including weekends and statutory holidays

Maintenance

• Coordinate maintenance requests from tenants, schedule repairs with maintenance staff of external contractors, and ensure timely resolution of maintenance issues
• Streamline procurement of inventory across all properties and assists with coordination of preventative maintenance programs
• Assist PM with securing quotes and contact trades, contractors, or suppliers if required (including ordering of parts and appliances)
• Conduct regular property inspections to identify maintenance needs, safety concerns, and compliance with property standards
• Management of hard key system for all buildings, including intercom updates and issues fob/keys

Other Tasks

• Assistance with deficiencies for new properties
• Preparation and participation in any Residential Tenancy Board hearings
• Oversee rent collection processes, including monitoring payment schedules, issuing rent reminders, and following up on late or outstanding payments
• Provide coverage for the reception at the front desk on as needed basis

Competencies and Qualifications

• A relevant Degree or Diploma
• Previous experience in real estate or property management is considered an asset
• Comfortable providing administrative support to maintenance or facilities teams
• Proficiency with MS Office
• Experience with Yardi is an asset
• Flexibility and adaptability in work changes and direction is a must, as is the willingness to assist with overflow and vacation coverage for other members of the team
• Proven ability to maintain accurate records and generate periodic reports
• Familiarity with applicable legislation such as the Residential Tenancy Act, Human Rights Code, and other relevant provincial regulations is considered an asset
• Confident communicator, comfortable drafting professional correspondence and engaging in productive dialogue with team members and clients
• Highly organized, with a proactive approach to tracking tasks, documents, and timelines
• Experience organizing and maintaining project timelines, meeting follow-ups, and documentation to keep initiatives on track

Compensation and Benefits PackageAt UBC Properties Trust, our benefits exemplify our values and focus on health, family, learning, hard work, and tenure. Some benefits we have to offer (among others we have):

• Full Extended Benefits (health, dental, and vision)
• A health and wellness spending account
• RRSP Contribution
• Annual performance-based bonus and retention compensation
• Pet-friendly office
• Minimum 3 weeks paid vacation (increases with tenure) and 10 paid sick days

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