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Property Management Assistant (BC)

Vancouver, BC, Canada Req #102
Monday, July 4, 2022
About Concert Properties

Putting people first is at the heart of the Concert story. We are deeply invested in improving the lives of the people who live and work in our communities, acknowledging that communities are more than just buildings. We focus on quality, consistency, and sustainability, and our business is driven by warm, passionate people who embody a desire to help each of us feel more connected to one another.

Since 1989, our real estate portfolio has grown to an asset value of $6 billion and includes condominiums, rentals, seniors' active aging communities, industrial and commercial properties, and public infrastructure projects across Canada.

Position Summary:

Reporting to the Director of Property Management this role will be responsible for supporting the Property Management team in various administrative functions.

Key Responsibilities:

Administration

  • Assist in the preparation of monthly financial status reports.
  • Keep PM apprised of any unusual or recurring problems, and review issue, projects and deadlines on a regular basis.
  • Review new leases, renewals, amendments, etc. and ensure lease input form and rent invoice are correct before distribution and filing.
  • Assist PM by taking calls from contractors, tenants and site staff during PM’s absence.
  • Assist Property Management Accounting and PM with invoice approvals; review invoices and ensure charges and coding are correct, identify missing information and problems. Enter and receive POs in P2P and prepare PO tracking and accrual reports in P2P. 
  • Track expiration of Service Agreements, advise PM of pending expirations and assist with renewal or re-tendering.
  • Maintain up-to-date site contact data, update answering service (TigerTel), monitoring services, etc. as necessary; maintain current information on contractors, and retail/commercial tenants.
  • Update and maintain Contractor spreadsheets for re-occurring seasonal and or preventative maintenance for items such as HVAC, window cleaning, power washing, power sweeping, catch basin cleaning, life safety system testing and inspection, electrical / transformer / emergency generator inspection and roof inspections. 
  • Assist in annual budget preparation, year end accrual reconciliation, tenant invoicing and CAM and Property Tax reconciliation.
  • Assist other Property Management staff as required.
  • Organize meeting room and catering as required.
  • Prepare department newsletters for Commercial and Residential buildings.
  • Co-ordinate and assist with tenant appreciation events.

Maintenance Support:

  • Assist PM and Maintenance Managers with training/orientation of new site staff. 
  • Investigate and respond to tenant complaints in a timely and confident manner, maintaining appropriate records.
  • Assist maintenance staff with tenant, lease and administrative issues.
  • Order uniforms & other supplies for maintenance staff.
  • Order forms and other site materials, making amendments and updates where necessary.
  • Assist PM and Maintenance Managers with the coordination of seasonal projects. 

Commercial Tenants: 

  • Handle all initial maintenance calls from Commercial tenants where there is no on-site staff including determining type of problem, calling appropriate trade, issuing PO's and following up to ensure that problem is rectified.
  • Handle tenant receivables including initial call for late rent, daily update of receivable status with PM, and assist as required, for any collection actions.
  • Where required assist with co-ordination of tenant move-ins. 
  • Obtain and track commercial tenant's insurance certificates including a reminder letter to the tenant 30 days before expiry.
  • Maintain parking records for properties where there are no on-site personnel, including tracking and issuing decals, if required.

Skills and Responsibilities: 

  • Post-secondary diploma or degree preferred 
  • 3-5 years of relevant experience
  • Strong verbal and written communication skills
  • Customer experience oriented 
  • A keen eye for detail and the ability to follow up and follow through
  • Advanced proficiency in Microsoft Office products (Word, Excel, and Outlook)
  • Familiarity with Yardi is an asset 
  • Previous Real Estate experience is an asset

This is a general description of the tasks and skills required. Additional responsibilities and duties may be required to successfully perform this position. 

Join the Concert Team in building a people-first future.

Concert is proud to have been named one of BC’s Top Employer for 2022!

We are a proud Canadian company, providing quality employment across the country and working together with the people we serve to realize our vision – building resilient, inclusive, sustainable committees. Our success is based on our employees – on a passionate, talented team who value a collaborative culture, a desire for excellence and a willingness to give back. We truly value our team members and offer competitive pay, and comprehensive benefits and perk programs that support and promote employee health and wellness.

Other details

  • Job Family Concert
  • Pay Type Salary
Location on Google Maps
  • Vancouver, BC, Canada