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Operations Coordinator

3 months ago

Waterloo, Canada Terracorp Management Inc Full time

Do you pride yourself on providing superior customer service? Are you passionate about helping others and being a source for support? Our Operations Coordinator comprises both of these things, into one amazing role

We are currently looking for someone who loves people and has a strong organizational skillset. This role will be the go-to person for support for current residents who have questions or concerns. They will work to ensure our residents receive great customer service, and concerns are shared with the relevant department for resolution. As well, they will be responsible for maintaining the documentation of matters including parking, insurance, booking of amenities, and more This is a great role for the people person that loves to organize and support the customer, as well as their team internally

In the day to day, this role would be responsible for:

- Provide exceptional customer service and manage a follow up program for the guest/maintenance grid. Work with office staff that inquiries are being addressed and facilitated through to completion in a timely fashion.
- Liaise with Property Manager on changing conditions and culture of our community.
- Manage rent collections with deposits, tracking funds, executing a follow up program sending small balance letters while using an assertive follow up plan to acquire delinquent payments.
- Follow up on monthly arrear/collections, reporting payment arrangements with head office.
- Coordinate with Legal on resident accounts.
- Facilitate the coordination of maintenance work, property services and vendor activities.
- Track and report all NTV’s (reasons for moving out and forwarding addresses) monthly.
- Provide move out packages to residents and schedule elevators and finals.
- Complete unit / building inspections, including 30 and 60 days move outs.
- Manage the turn grid and report out weekly, schedule the trades (cleaners, painters, carpet cleaning, maintenance & staff), sign off on quality control and send rent ready reports monthly.
- Monitor key control from Resident Manager’s to leasing.
- Inspect suites to manage through to completion and rent ready.
- Assist with completing bi-weekly building walks and inspections to upkeep the community and delegate to the RM’s.
- Maintain cleanliness of community working with the Maintenance Coordinator to build cleaning activities for the RM schedule.
- Process move out files and prepare move out inspections for Maintenance Coordinator.
- Coordinate the RM staffing calendar monthly.
- Assist with obtaining quotes for Community work orders
- Reconcile purchase orders and invoices for Head Office.
- Submit daily, weekly, monthly reports as requested.
- Conduct yourself in a friendly and professional manner.
- Administrative responsibilities may vary due to changing workflow, office process mapping and changing market conditions. Flexibility needed to perform other duties as assigned.
- 2-3 years in a customer service focused role
- 2-3 years in an administrative support focused role
- Experience with Property Management is a strong asset
- Demonstrated verbal and written communication skills
- Great attention to detail and a strong ability to multi-task
- Ability to problem solve creatively, and with little supervision

If accommodations are required, please bring this to the attention of the hiring manager if contacted.

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Bonus pay

**Experience**:

- Customer service: 2 years (required)
- Property Management: 2 years (preferred)

Work Location: In person