Property Services Coordinator

5 months ago

Vancouver, Canada Brightside Community Homes Foundation Full time

**Position**: Property Services Coordinator

**Job Type**: Permanent, Full-time Employment

**Work Hours**: Monday to Thursday, 8:00am - 4:30pm // Friday, 8:00am - 2:00pm (total of 37.5 hours per week)

**Location(s)**: Brightside Head office, Downtown Vancouver Brightside Field office, East Vancouver (*with occasional remote work opportunities)

Brightside Community Homes Foundation (“Brightside”) is a charitable, non-profit housing society that has been providing affordable rental homes for seniors, families, and people with disabilities for over 70 years. Brightside is committed to creating inclusive, resilient communities, throughout Metro Vancouver, with safe and secure homes for those that may otherwise struggle to meet the demands of market housing.

**COMMITMENT TO DIVERSITY**

At Brightside, we envision a future where all people have access to homes within a safe, vibrant and healthy community. We are committed to recognizing and reflecting the diversity of the people we house, the communities we build, and the talent we employ. Brightside fosters an inclusive workplace culture where ideas, individual abilities and diverse perspectives are valued and each person is encouraged to learn, develop, and contribute in a meaningful way.

**OPPORTUNITY**

Brightside is seeking to fill a full-time, permanent position on our Property Services team in the role of Property Services Coordinator. This position falls under the leadership of the Director, Property Services and works under the direct supervision of the Manager, Operations & Maintenance. This is a fast-paced, demanding role works closely with our team of Field Technicians and the Field Services Manager, and requires excellent communication skills, a high-level of organization and autonomy, and a strong follow-through.

**MAIN AREAS OF FOCUS**
- To promptly and courteously respond to high-volume, incoming requests (for repairs and/or maintenance) from residents and action accordingly;
- To coordinate with Brightside Field Technicians and/or third-party contractors to facilitate entry into suites and completion of repair(s);
- To ensure proper documentation of repair requests, turnovers, follow-up notes, and/or other required communication in Brightside’s CRM database system;
- To assist with the management of third-party contractor activities for goods and services, including obtaining quotes, preparing tender documents, and following-up on assigned work orders; and
- To ensure successful completion of repair and/or maintenance services.

**KEY RESPONSIBILITIES**
- In response to request for repairs, prepare and issue Landlord’s “Notice to enter premises” for suite access and coordinate delivery of notices in accordance with the Residential Tenancy Act;
- To act as a point of contact in the case of an emergency, as guided by the Brightside Recovery Plan
- Receive and respond to maintenance alerts sent via Sharevision - including detail of follow up internally and with residents
- Update unit vacancy dashboard in Sharevision weekly, indicating vacant, waiting for turnover, in process turnover and ready to view units.
- Work collaboratively with Brightside’s Resident Services team and Field team to ensure efficient workflows and quick turnaround times;
- Collect, scan, and log [hard copy] repair requests and input into Brightside’s CRM database, ShareVision, to initiate work orders;
- Log and track repair requests, turnovers, and follow-up notes in ShareVision to ensure clear and consistent communication across departments;
- Prepare and issue Purchase Orders (POs) and/or Scope(s) of Work up to $2,500 CAD, as directed;
- Update building calendars with power outage or building specific info that may affect use of common areas - for Community Engagement initiatives and partner programming.
- Coordinate and facilitate reactive maintenance requests;
- Schedule preventative maintenance as per the Brightside’s Maintenance Schedule and ensure successful completion;
- Coordinate building and/or suite access for third-party contractors;
- Assist with addressing suite maintenance issues such as hoarding, pest control, and/or other special issues;
- Prepare and issue “Notice to enter premises” for Pest Control inspections, treatments, and/or preventative maintenance;
- Prepare and issue “Notice to enter premises” for ad-hoc and/or annual suite inspections and log (and address) findings;
- Provide administrative assistance to the Pest Control Coordinator, Field Services Manager, and/or Director, Property Services as required;
- Assist Director, Property Services with capital project planning, tracking, and execution, as required;
- Address and/or re-direct resident inquiries to the appropriate department for follow-up;
- Assist with tracking and maintaining inventory of parking and storage facilities;
- Participate as a member of Brightside’s Health and Safety Committee;
- Perform daily Safety and Security protocol checks for Field Tech

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