Office Coordinator
posted 3 months ago

Description

The Company

UBC Properties Trust (UBCPT) was established in 1988 to build financial legacy and create innovative spaces for learning and living. 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 (UBC staff and faculty rentals) and Wesbrook Properties (market rental).

The Team

There will be two Office Coordinators that service the front desk of our corporate head office, looking after the needs of all our customers and over 60 staff (including our satellite office in Kelowna). They report to the Director of Property Management. There is the benefit in this position to have full exposure of all areas of the business.

The Opportunity

No day will be the same. As the face of the company, you will field enquiries from tenants, members of the public, contractors, tradespeople, staff and everyone in between! Possessing a mature outlook, sense of humour, attention to detail and enthusiasm to tasks both big and small is essential. Being reliable and providing excellent customer service is at the heart of all tasks. The ideal candidate will be self-sufficient, proactive, organized and be able to juggle multiple conflicting priorities simultaneously while keeping their cool. Professionalism and approachability in all forms of communication, especially written and verbal, is vital. Common sense and good judgment will be highly regarded. We are looking for administrative superstars who can run a tight ship and ensure all processes and practices are done discreetly and efficiently.

Key Responsibilities

Customer Service and Office Support

• Manages our front desk reception: opening and closing the office, and being the first, welcoming contact for all members of the public, clients, tenants, vendors, board members, staff, etc. – by phone, in person, and email.
• Manages multiple email inboxes and responds to all enquiries (internal and external) in a timely manner
• Assists the Property Management department in working with tenants on a wide range of matters
• Organize and manage trade key system and maintain key log book, as well as tenant key and fob orders
• Responsible for maintaining a clean and professional office (including kitchen, boardrooms and storage spaces)
• Identify and organise office resources and ensuring all equipment is maintained, working with vendors and service suppliers
• Supply orders for office and staff (business cards, PPE, uniforms etc.)
• Responsible for incoming and outgoing mail and couriers: sort and distribution
• Manages scheduling for shared boardroom calendar
• Maintains offsite and onsite record management
• Every day administration of key and fob system, parking, event registration, and catering requests
• Manages the on-call schedule for the Company’s Resident Caretakers
• May be involved in the resolution of complaints

Financial

• Manages purchases and reconciliation of corporate credit card
• Collect monthly rental income and process through a choice of payment options
• Management of rent rolls for Property Management
• Process expense reports, petty cash, invoice management (coding and review)
• Process and track annual BC Assessments
• Assist our Accounting Department in the 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 trouble shoot 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
• Obtains and maintains fire warden and first aid certification as part of the role

Competencies and Qualifications

• 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 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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