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Property Leasing Administrator
2 months ago
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 (UBC staff and faculty rentals) and Wesbrook Properties (market rental).
The Team: Wesbrook Properties
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 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 847 units: Granite Terrace, Mews, Greenwood Commons, Vista Point, Central, Village Square, Georgia Point and Focal.
Current Commercial and Retail for a total over 180,000 sft: Granite Terrace 1, Granite Terrace 2, Granite Terrace 3, Central, Village Square, Focal, Surrey (King George Blvd), and Paprican (Wesbrook Mall).
The Opportunity
We are seeking a maternity leave replacement for the position of Property Leasing Administrator for a period of 24 months. The right candidate is solutions-driven, always looking for improvements for both tenant and business needs. Excellent communication skills, both verbal and written, are 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 regards 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 Responsibilities
Leasing procedures
Manage 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-ordinate and conduct 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 or external contractors, and ensure timely resolution of maintenance issues.
- Streamline procurement of inventory across all properties and assist 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 with fobs/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 an as-needed basis.
Competencies and Qualifications
- A relevant Degree or Diploma.
- A minimum of 2 years’ experience in the real estate or property management industries.
- Experience in building maintenance in an administrative capacity.
- 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.
- Maintain accurate records and generate periodic reports.
- 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.
