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 Homes
Since 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 1,400 homes, including rental apartments, city-homes and townhomes across 18 buildings. All buildings are 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, Echo, Theory, and Symphony for a total of 1,480 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 Administrator reports to the Property Manager and is responsible for promoting our short-term guest suite portfolio to the community. This role supports our tenants by managing the tasks necessary to smooth their transition into our neighbourhoods while ensuring a seamless, high-quality stay for their visitors. This role focuses on high-turnover, furnished accommodations, requiring a sharp eye for detail regarding suite readiness and a "hospitality-first" mindset.
You will be in constant contact the UBC Housing and Relocation Services (HRS) office, ensuring that faculty and staff transitioning to Vancouver have a seamless, "turn-key" experience. Exceptional communication and the ability to manage a fast-paced booking calendar are essential.
Key Responsibilities (include, but are not limited to):
- Short-Term Inventory Management: Oversee the booking calendar for all furnished suites, ensuring maximum occupancy and efficient turnover schedules.
- Inquiry & Prospect Management: Promptly respond to phone and email inquiries regarding short-term availability, rates, and suite amenities.
- Furnished Suite Readiness: Coordinate with cleaning and maintenance teams to ensure suites are fully furnished, stocked, and "move-in ready" for arriving guests.
- Communicate with applicants regarding suite availability and ensure follow-up is completed to waitlist inquiries, promptly.
- HRS Office requirements
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Tracking all phone, emails, walk-ins and record in spreadsheet
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Co-ordinate with Housing Programs Coordinator: Applicant tracking for housing (Update weekly/ad hoc spreadsheet)
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Tracking Client/VIP
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Updating vacancy spreadsheet
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Provide HRS Office with any Ad Hoc Information Request from VGH
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Communicate with applicants and ensure follow-up is completed to waitlist inquiries and suite availability information
- Complete and review:
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Verify UBC employment/affiliation for all short-term occupants.
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Prepare new short-term lease agreements and guest suite agreements
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Track lease agreement end dates
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Input Accounting forms into Yardi
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Oversee and maintain furnished and guest suites calendars
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Program door codes using Weiser app prepare and program suite keys and fobs
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Schedule bookings in caretaker outlook calendars
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Handle booking revisions, cancellations and refund request
- Assists Property Administrators with parking and storage audits
- Handle our guest suites booking
- Assist and provide information to management for future development projects about housing trends, requirements, suggestions.
- Participating in regular marketing meetings as requested
- Participate in weekly VGH operations meetings
- Other administrative tasks that may be required as directed by the Property Manager
Competencies and Qualifications
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A relevant Degree or Diploma
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Previous experience in property management, corporate housing, or hospitality/hotel operations is highly preferred.
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Comfortable providing administrative support to maintenance or facilities teams
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Proficiency with MS Office
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Experience with Yardi is an asset
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Flexibility and adaptability in work changes and direction is a must, as is the willingness to assist with overflow and vacation coverage for other members of the team
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Proven ability to maintain accurate records and generate periodic reports
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Familiarity with applicable legislation such as the Residential Tenancy Act, Human Rights Code, and other relevant provincial regulations is considered an asset
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Confident communicator, comfortable drafting professional correspondence and engaging in productive dialogue with team members and clients
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Highly organized, with a proactive approach to tracking tasks, documents, and timelines
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A "hospitality-centric" approach to customer service, with the ability to provide a warm welcome to faculty and staff from around the globe and their visitors.
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Experience organizing and maintaining project timelines, meeting follow-ups, and documentation to keep initiatives on track
Compensation and Benefits Package
At UBC Properties Trust, our benefits exemplify our values and focus on health, family, learning, hard work, and tenure. Some benefits we have to offer (among others we have):
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Full Extended Benefits (health, dental, and vision)
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A health and wellness spending account
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Hybrid environment (4 days in-office and 1 day at home)
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RRSP Contribution
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Annual performance-based bonus and retention compensation
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Pet-friendly office
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Minimum 3 weeks paid vacation (increases with tenure) and 10 paid sick days
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