Property Leasing Coordinator

1 week ago

Vancouver, Canada UBC Properties Trust Full time
The Company UBC Properties Trust was established in 1988 with the mission to build financial legacy, and create innovative spaces to live and learn. We develop, service and lease residential land at UBC to create communities and build UBC’s endowment for future generations. We construct and manage rental properties to provide residential, retail and office space to support workforce housing and other academic objectives. We provide project management services to construct institutional buildings for UBC, and advise on land use and development. We operate on both the Point Grey campus and UBC Okanagan; and have two property management divisions, Village Gate Homes and Wesbrook Properties.
The Team: Village Gate HomesSince 2001, Village Gate Homes has been developing, leasing and managing rental housing for UBC’s fulltime, permanent faculty and staff. Village Gate Homes now has over 1,100 homes, including rental apartments, city-homes and townhomes across 16 buildings. All buildings are located in either the Hawthorn Place or Wesbrook Place neighbourhoods at UBC. There are also new buildings in the pipeline that will be added to the portfolio in the next couple of years.
Current Residential Housing: Azalea, Sumac, Cascara, Gardenia, Tamarack, Larkspur, Dahlia, Magnolia, Nobel and Webber House, Cypress and Pine House, Mundell, Oakwood, Evolve and Echo for a total of 1102 units.
Current Retail & Student: David Strangway with seven (7) commercial tenants and MBA House with four (4) commercial tenants & eighty-one (81) graduate-student rental accommodations.
The Opportunity The Property Leasing Coordinator reports to the Property Manager and will be responsible for promotion of our portfolio and community, and assisting tenants with all tasks required to help smooth their transition to our neighbourhoods. You will be in regular contact with the UBC Housing and Relocation Services office (also situated in Wesbrook Village) who deal with faculty/staff rental programs, loan programs, realtors, other information and more. The role ensures all tenants and prospective tenants receive personalized service from the start and develop strong relations during tenancy. We provide exceptional, tailored customer service to the faculty and staff of UBC, and so excellent communication skills, both verbal and written, is essential. You will be the first point of contact for leasing matters, and therefore will need to respond promptly and demonstrate professionalism at all times. 
Key Responsibilities (include, but are not limited to): • Answer phone enquiries and respond promptly to emails regarding potential tenancy questions, including office walk-in’s• Communicate with applicants regarding suite availability and ensure follow-up is completed to waitlist inquiries, promptly• Update website regarding suite availability, update and post advertisements as needed• Arrange vacant suite showings for potential tenants• HRS Office requirements-       Tracking all phone, emails, walk-ins and record in spreadsheet-       Co-ordinate with Housing Programs Coordinator: Applicant tracking for housing (Update weekly/ad hoc spreadsheet)-       Tracking Client/VIP-       Updating vacancy spreadsheet-       Provide HRS Office with any Ad Hoc Information Request from VGH-       Communicate with applicants and ensure follow-up is completed to waitlist inquiries and suite availability information• Complete and review:-       Confirmation of UBC employment-       Prepare new lease-       Track lease agreement end dates-       Input Accounting forms into Yardi-       Completes monthly UBC Treasury Reports·      Lunch, vacation and sick day coverage for other staff as needed• Assists Property Administrators with parking and storage audits• Assist and provide information to management for future development projects about housing trends, requirements, suggestions.• Participating in regular marketing meetings as requested• Participate in VGH daily operations meetings• Other administrative tasks that may be required as directed by the Property Manager
Competencies and Qualifications • A relevant Diploma or Degree.• A minimum of 2 years’ experience in the real estate or property management industries.• Communicates effectively and professionally, both oral and written• Develops and sustains cooperative working relationships; professional phone manner• Mature and self-motivated team player• Allocates one’s time effectively and manages tight deadlines• Able to resolve problems using facts and sound reasoning• Proficiency with MS Office• Experience with Yardi Genesis is an asset.• Demonstrated knowledge of all governing legislation such as Residential TenancyAct; Human Rights Code; Personal Information Protection Act of British Columbia; Building code,Fire Code and Occupational Health and Safety.

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