Office Coordinator

2 months ago


Vancouver, British Columbia, Canada UBC Properties Trust Full time
About the Role

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 service and support in a fast-paced office environment.

Key Responsibilities
  • Customer Service and Office Support
    • Manage the front desk reception, including opening and closing the office, and responding to phone, email, and in-person inquiries.
    • Assist the Property Management department with tenant-related matters, including key management and maintenance requests.
    • Organize and maintain trade key systems, key log books, and tenant key and fob orders.
    • Ensure a clean and professional office environment, including the kitchen, boardrooms, and storage spaces.
    • Identify and organize office resources, including equipment maintenance and vendor management.
    • Supply orders for office and staff, including business cards, PPE, and uniforms.
    • Manage incoming and outgoing mail and couriers, including sorting and distribution.
    • Manage the shared boardroom calendar and maintain offsite and onsite record management.
    • Perform daily administration tasks, including key and fob system management, 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 corporate credit card purchases and reconciliation.
    • Collect monthly rental income and process payments through various options.
    • Manage rent rolls for Property Management.
    • Process expense reports, petty cash, and invoices, including coding and review.
    • Process and track annual BC Assessments.
    • Assist the Accounting Department with payment processing and securing payment for Thacker Mountain.
  • Other Tasks and Projects
    • Provide Executive Support to the Director of Property Management.
    • Troubleshoot and report basic technology issues, as well as order and maintain IT assets.
    • Participate in the Social Committee and assist with event communications and coordination.
    • Obtain and maintain fire warden and first aid certification as part of the role.
Requirements
  • Post-graduate degree or equivalent work experience.
  • 2-3 years of experience in customer service, reception, administration, or office management.
  • Intermediate to Advanced skills in MS Office Suite.
  • Diplomatic and protective of 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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