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Property Services Coordinator

4 weeks ago

Vancouver, British Columbia, Canada Brightsidehomes Full time
Permanent, Full-time Employment (37.5 hours per week)
Location: Brightside Head office, Downtown Vancouver (with 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 Field Services Manager. 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 Technicians;
- Coordinate the "After-Hours On-Call Schedule" for the Field Technicians;
- Coordinate restoration work and perform administrative duties related to insurance claims;
- Assist with special event planning, as required;
- Provide general administrative support to the Operations team, as required; and
- Other duties, as assigned by the Director, Property Services.

The preceding job description is not exhaustive and may change from time to time depending on the needs of Brightside. Additional responsibilities may be assigned as the role develops and priorities shift.

SKILLS & EXPERIENCE

- Minimum 2 years' experience in fast-paced customer service and/or administrative role; must be strong in administration with experience in ShareVision as an asset.
- Proven ability to prepare professional, written documents, correspondence, notices, and/or other external-facing communications;
- Exceptional written and oral communication skills including the ability to communicate effectively and inclusively with a variety of individuals, while also maintaining the highest levels of professionalism and confidentiality; Good working knowledge of the Residential Tenancy Act;
- Strong organizational skills, time management, and accountability;
- Practical working knowledge of Office 365 including Outlook, Word, Excel, PowerPoint, Photoshop, and Adobe Pro;
- Ability to work respectfully, knowledgeably, and effectively with our residents and/or other vulnerable populations; and
- Ability to demonstrate patience, tolerance, diplomacy and exercise tact and good judgement when dealing with a variety of individuals of diverse cultural, educational, and socio-economic backgrounds.

ADDITIONAL INFORMATION

Brightside has pledged a "Commitment to Diversity and Inclusion"; the successful incumbent will be aligned with this commitment and the Foundation's core values. Brightside is also proud to be a certified Living Wage employer. Salary range for this position is $54,000-$61,000 per annum. A competitive extended health, dental and vision package is provided to qualified employees upon hiring. Employer-Matching RRSP program is offered after three (3) months of successful and continuous employment.

A criminal record check for working with vulnerable children and adults is required for this position.

HOW TO APPLY

Brightside is an inclusive employer and encourages applications from women, persons with disabilities, members of visible minorities, First Nations, people of all sexual orientations and gender identities. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.

If you are looking to work with a values-driven organization and think you would be a good fit for this position, we invite you to submit your resume and cover letter in PDF format to careers@brightsidehomes.ca with "Property Services Coordinator + {Your Name}" in the subject line. Postings will remain open until the specified submission deadline or until filled. We thank all applicants for their interest in this career opportunity, however, only candidates selected for an interview will be contacted. We thank all applicants for their interest.

Updated March 21, 2024
Posted March 19, 2024

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