The Company

UBC Properties Trust was established in 1988 with the mission to assist UBC, through optimization of land assets, to achieve the academic and community goals of its Place and Promise mandate. 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 Homes

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 1,319 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, Echo, Theory, and Symphony for a total of 1,480 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 Managers, the Property Administrator Floater 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 may be the first point of contact for tenant 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, and is able to assist with overflow and vacation coverage for other members of the team as needed.

Key Responsibilities (include, but are not limited to):

• Assist office 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
• Track and maintain daily, weekly and monthly leasing reports and preparation of lease-related paperwork; 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 to keep up to date insurance and employment information
• Apprise Property Managers regarding daily activities and review/direct incoming correspondence appropriately.
• Respond to telephone or email rental housing inquiries.
• 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
• Daily monitor outlook inboxes as requested by Property Managers.
• Other tasks and duties, as assigned.

Competencies and Qualifications

• A relevant Degree or Diploma
• 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
• A minimum of 1 year experience in the real estate or property management industries is an asset.
• 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 discretion.
• Proficiency with MS Office
• Experience with Yardi Genesis 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.

Compensation and Benefits Package

At 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
• Hybrid environment (4 days in-office and 1 day at home)
• 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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