Property Coordinator

Join Beacon Community Services as a Property Coordinator, an integral role at the heart of our growing property portfolio in Great Victoria. Bring your passion for organizing and scheduling to coordinate seamlessly across multiple departments, fostering strong relationships with tenants and staff. This is an opportunity to be a key player in establishing new processes and finding innovative ways to enhance our property management. If you are a strong administrator who thrives on coordination, building relationships, and contributing to a dynamic team, apply today.

Benefits Include

• Making a difference in people's lives every day
• Extended health and dental benefits
• Flex days
• Municipal Pension Plan with employer contributions

Days/Hours of Work: Monday – Friday 8:30 – 4:30 (37.5 hours) After-hours and/or weekend coverage as needed.

POSITION SUMMARY:

Reporting to the Property Manager, the Property Coordinator is responsible for developing and administering the property management program at all Beacon subsidized housing sites. As a strong administrator, they will coordinate and oversee the tenant application process, tenancy agreements, and insurance. The Property Coordinator also works closely with the Finance and Maintenance team for seamless budget management and maintenance/repair coordination. They will support specific capital projects across Beacon, coordinating with contractors and suppliers, and ensuring that projects assigned and approved stay on budget and within timelines.

DUTIES AND RESPONSIBILITIES:

Administrative

• Develop and administer the property management program including the application process, eligibility for tenancy, tenancy agreement, notices, move-in/move-out process etc
• Develop and update policies and procedures, manuals associated with building management and tenant relations
• Collaborate with the Finance Team for annual tenant income verification and to ensure tenant payments are paid in full every month
• Collects tenancy agreement, damage deposits, first-month rent and passes the complete file to Finance
• Collaborate with the Manager of Finance to oversee and track the replacement reserve fund for managing unit repairs and capital item replacements.
• Coordinate with the Maintenance Supervisor on service contracts for all buildings
• Develop letters, notices and other templates to communicate to tenants in a timely manner and recommend to the Property Manager for approval
• Ensures tenant files are always compliant and agreements are updated in a timely manner
• Participate in BC Housing and Non-Profit Housing Association learning and education as required
• Communicate any policy changes or agreement updates to tenants with reasonable notice
• Applies to the Residential Tenancy Branch for tenant breaches upon Property Manager approval; attends hearings and provides necessary information
• Participate in the budgeting process

Building Management

• Post notices of scheduled works on the building ensuring tenants are informed well in advance
• Meet regularly with the Maintenance Supervisor to coordinate maintenance priorities
• Coordinate and attend suite inspections – move-in/move-out process
• Communicate all tenant-related issues with the Property Manager and escalate to the VP of Operations when required
• Be aware of and comply with relevant legislation including the Residential Tenancy Act

Tenant Relations

• Maintain effective relationships between tenants and Beacon Community Services
• Hold annual tenant meetings to discuss issues, priorities, and any upcoming changes
• Ensure tenants are compliant with tenancy agreements and rules of the building
• Establish and lead the tenant selection committee / recommend candidates for approval
• Provide resources to tenants who may require additional support
• Acts as the main direct contact for tenants
• Liaise with other Beacon housing programs to share information and align processes

EDUCATION AND EXPERIENCE:

• 3 to 5 years experience in property/facilities management and tenant relations
• 1-3 years experience working with subsidized and affordable housing sites
• Post-secondary education in public administration or business administration is an asset
• Experience with the Residential Tenancy Act, residential construction, BC Fire Code and building maintenance.
• Experience applying practices and procedures as they relate to building maintenance, cleaning and ground activities
• Familiarity with BC Housing requirements and processes
• A valid B.C. Drivers’ License is required

SKILLS AND ABILITIES:

• Strong administration and organizational skills
• Excellent verbal and written communication skills, including effective business correspondence
• Strong listening skills and the ability to communicate effectively at all levels
• Ability to manage competing priorities, meet deadlines, and make decisions in line with Beacon's policies
• Proficient in MS 365 (Excel, Word, Teams, etc.)
• Ability to comprehend legal documents
• Establishes and maintains effective relationships with tenants
• Works well independently and collaboratively as a team member
• Strong negotiation and conflict resolution skills, including de-escalation

ADDITIONAL INFORMATION:

Beacon Community Services serves vulnerable populations including seniors, people with disabilities and children. Protecting these people and our teams on whom they rely on is critical to us. Accordingly:

• All successful applicants must consent to a Solicitor General’s Criminal Record Check.
  
• All successful applicants are required to disclose their COVID-19 vaccination status upon hire. Vaccination is a requirement in some of our facilities. Depending on future public health developments, Beacon may implement a vaccination requirement as a condition of ongoing employment for all our workplaces.

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