Office Coordinator
1 month ago
We are seeking a highly organized and customer-focused Office Coordinator to join our team at UBC Properties Trust. As the first point of contact for our clients, tenants, and staff, you will be responsible for providing exceptional customer service and administrative support.
Key Responsibilities- Customer Service and Office Support
- Manage the front desk reception, including opening and closing the office, and providing a welcoming experience for all visitors.
- Respond to internal and external inquiries in a timely and professional manner.
- Assist the Property Management department with tenant-related matters.
- Organize and manage trade key systems, key log books, and tenant key and fob orders.
- Maintain a clean and professional office environment, including the kitchen, boardrooms, and storage spaces.
- Identify and organize office resources, ensuring all equipment is maintained and working with vendors and service suppliers.
- Supply orders for office and staff, including business cards, PPE, and uniforms.
- Responsible for incoming and outgoing mail and couriers, including sorting and distribution.
- Manage the shared boardroom calendar and maintain offsite and onsite record management.
- Every day administration of key and fob systems, parking, event registration, and catering requests.
- Manage the on-call schedule for the Company's Resident Caretakers.
- May be involved in the resolution of complaints.
- Financial
- Manage purchases and reconciliation of corporate credit cards.
- Collect monthly rental income and process through a choice of payment options.
- Manage rent rolls for Property Management.
- Process expense reports, petty cash, invoice management (coding and review).
- Process and track annual BC Assessments.
- Assist the Accounting Department in processing and securing payment for Thacker Mountain.
- Other Tasks and Projects
- Provide Executive Support (or backup support) to the Director of Property Management.
- At times, may be asked to troubleshoot and report basic technology issues, as well as order and maintain IT assets.
- A member of the Social Committee and assist in event communications and coordination.
- Obtain and maintain fire warden and first aid certification as part of the role.
- Post-graduate degree or equivalent work experience.
- 2-3 years working experience in customer service, reception, administration, or office management.
- Intermediate to Advanced skills in MS Office Suite.
- Diplomatic and protects confidential or sensitive information.
- Excellent communication skills, written and verbal.
- Resilient and flexible to adjust to a dynamic work environment.
- Experience in real-estate, development, and property management industries or systems is an asset.
- Complaint management experience is an asset.
- Knowledge and experience of UBC is an asset.
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