Real Estate Leasing Specialist
4 weeks ago
Company Overview
UBC Properties Trust, founded in 1988, is dedicated to creating financial legacies and innovative living and learning environments. We focus on the development, management, and leasing of residential land at UBC, aiming to foster communities and enhance UBC's endowment for future generations. Our operations encompass the construction and management of rental properties, providing essential residential, retail, and office spaces to support workforce housing and academic goals. We also offer project management services for institutional buildings at UBC and provide guidance on land use and development. Our activities span both the Point Grey campus and UBC Okanagan, with two property management divisions: Village Gate Homes (for UBC staff and faculty rentals) and Wesbrook Properties (market rental).
Team Overview: Wesbrook Properties
Since its inception in 2009, Wesbrook Properties has been committed to delivering top-tier rental property management services for a unique portfolio of nearly 850 townhomes and apartments at UBC. Our properties are strategically located in East Campus, North Campus, and Wesbrook Place neighborhoods, offering an unparalleled lifestyle exclusive to UBC residents. Additionally, we manage a substantial portfolio of retail and office spaces, with more developments underway as we continue to expand.
Current Market Rentals: A total of 847 units across various properties.
Current Commercial and Retail Spaces: Over 180,000 square feet across multiple locations.
Position Summary
We are in search of a Property Leasing Administrator who is proactive and focused on enhancing both tenant and business experiences. Strong communication skills, both verbal and written, are essential for this role. As the primary contact for leasing and maintenance inquiries within your portfolio, you will be expected to respond promptly and maintain a high level of professionalism. The Property Leasing Administrator will undertake administrative and clerical tasks related to building operations, including leasing processes, move-in and move-out inspections, data management, and coordination of maintenance services. Close collaboration with our onsite Resident Caretakers regarding tenant concerns and maintenance issues is crucial. Monthly building inspections will be conducted alongside the Resident Caretakers. Additional duties and projects may be assigned as needed.
Key Responsibilities
Leasing Management
- Oversee the leasing process from initial advertisement to the execution of Lease Agreements, including property viewings and application reviews.
- Serve as a point of contact for tenants, addressing inquiries and concerns in a timely and professional manner.
Move-in and Move-out Coordination
- Conduct move-in and move-out inspections with tenants as required.
- Manage all aspects of move-in/out inspections, including scheduling and coordinating trades for cleaning and repairs.
- Maintain organized building records, including binders and building plans.
- Conduct audits on parking and storage locker assignments.
- Availability to work on the last and first day of the month, including weekends and holidays.
Maintenance Coordination
- Manage maintenance requests from tenants, scheduling repairs with maintenance staff or external contractors, ensuring timely resolutions.
- Streamline inventory procurement across properties and assist with preventative maintenance programs.
- Support the Property Manager in obtaining quotes and liaising with trades or suppliers as necessary.
- Conduct regular property inspections to identify maintenance needs and safety concerns.
- Oversee the management of the hard key system for all buildings, including intercom updates and key issuance.
Additional Responsibilities
- Assist with addressing deficiencies in new properties.
- Prepare for and participate in Residential Tenancy Board hearings.
- Oversee rent collection processes, including monitoring payment schedules and following up on outstanding payments.
- Provide reception coverage at the front desk as needed.
Qualifications and Skills
- A relevant Degree or Diploma.
- A minimum of 2 years' experience in real estate or property management.
- Experience in building maintenance from an administrative perspective.
- Proficiency in MS Office applications.
- Familiarity with Yardi is an asset.
- Flexibility and adaptability to changing work demands and the ability to assist with team coverage as needed.
- Strong record-keeping abilities and report generation skills.
- Knowledge of relevant legislation, including the Residential Tenancy Act, Human Rights Code, Personal Information Protection Act of British Columbia, Building Code, Fire Code, and Occupational Health and Safety.
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