Community Assistant Jobs in Calgary, AB (NOW HIRING)

Role Description

The Community Manager is responsible for the overall performance of the property and plays an integral role in the successful operation of a residential property. This includes, but is not limited to marketing, administration, expense control, income maximization, physical maintenance of the building(s) and surrounding property, and daily management and training of support staff. All this is done with the goal ofproviding resident satisfaction through the delivery of excellent service to all residents at all times.

Responsibilities

Leasing

• Responsible for ensuring all property management policies, procedures, and operations are executed to QuadRealstandards;

• Oversee and participate in the full leasing process; providing training and support to teams asneeded;

• Maintain a comprehensive and up-to-date knowledge of the property, including availability of suite types and layouts, common areas and amenities of the building and value-added services provided, and act as a resource interdepartmentally as a subject matter expert on theproperty;

• Ensure rental applications are complete and information is accurately entered intoYardi;

• Conduct background checks, credit checks, and ensure timely notification is provided to all applicants of the applicationstatus;

• Facilitate the signing of all leases, schedules, assignments and addendum forms utilizing Yardi Voyager and RentCafe;

• Actively manage the renewal process and retention program with existing residents; and

• Assemble and provide move-in packages to new residents using Yardi Voyager and Rent Cafe.

Marketing

• Execute and provide input to the overall property marketing and leasing plan to meet the Key Performance Indicators (KPIs) of the property andbudget;

• Conduct regular market surveys,analyzingcompetition, and identifying market trends for the purpose of providing input and recommendations on pricing andstrategy;

• Provide feedback and recommendations to Area Manager on rental rates,promotionsand overall market conditions with a view to maximizing revenue at the property; and

• Establish and maintain relationships with community organizations, including local businesses that may add value to the resident experience or result in increased traffic to the property.

Administration and Reporting

• Issue and deliver notices such as: Violation Notice, Notice to End Tenancy, Notice to Enter, Notice of Renewal, by an approved method ofservice;

• Maintain all resident information received in accordance with privacy rules andregulations;

• Review weekly availability reports in YardiVoyager;

• Review monthly property reports and report variances in YardiVoyager;

• Assist with any Investment Management analysis and reporting in Yardi Voyager as required; and

• Ensure timely and accurate completion and entry of all leasing documentation, including application forms, Tenancy Agreements, renewal agreements and other supporting documentation in Yardi Voyager and Rent Cafe.

Management

• Train, supervise, and coach site staff at property; ensure quality and efficiency ofwork;

• Motivate and develop site staff, managing performance to expectations and established standards. Be responsible and accountable for the supervision and activities of the team; and

• Recognize and reward for exemplary performance as it occurs, share successes with your team and provide for the opportunity of succession planning of yourteam;

• Ensure the effective monitoring and control of all building access including cylinder lock and electronicsystems;

• Maintain thorough knowledge and understanding of emergency procedures including fire, flood, andmoldremediation for all staff; and

• Secure laundry rooms, recreation areas, locker rooms, and other common areas at designated times.

Office Management

• Ensure administrative support is completed as required, including courier & mail handing, maintain resident and contractor contact information in YardiVoyager;

• Ensure maintenance of office and kitchen supplies, document scanning, photocopying,etc.;

• Answer all incoming telephone calls and emails, including resident service requests, and issue to maintenance team members and/or service providers via YardiVoyager;

• Provide administrative support for the Assistant Community Manager including preparation of notices and other resident correspondence; and

• Enter and receive purchase orders in Yardi Voyager.

Customer Service / Resident Relations

• Professionally and courteously handle all inquiries, feedback, complaints, orconcerns;

• Uphold QuadReal's mission, vision, and values serving as a brand and cultural ambassador for our residents, co-workers, vendors, and thepublic;

• Ensure a high level of resident relations is maintained through regular contact and proactive attention to resident needs; and

• Foster a strong customer service culture amongst all staff.

Accounts Receivable

• Complete rent collection, striving for zero arrears each month. Record all transactions in Yardi Voyager and deposit money in the bank asrequired;

• Monitor aged receivables report weekly for delinquency and assist the Assistant Community Manager with collection of delinquentrents;

• Serve all legal documentation pertaining to non-payment of rent and/or further landlord/resident process or litigation as directed and in compliance with Residential TenancyAct;

• Administer any required Residential Tenancy Act province specific documents, and process all legal actions as per the provincial guidelines; and

• Ensure that all outstanding debts are sent to collections following QuadReal procedures.

Maintenance

• Actively monitor deficiencies in suites and common areas and produce work orders as required in YardiVoyager;

• Educate residents on availability of Rent Cafe portal to enter workorders;

• Enter work orders into Yardi for existing residents asnecessary;

• Ensure resident satisfaction and external contractors are compliant to work orderrequests;

• Conduct annual, periodic and pre-move out suite inspections and coordinate maintenance required asappropriate;

• Coordinate reservations of elevators for move-ins and move-outs;

• Inspect all vacant suites weekly to ensure suites are in optimal condition for showings/appointments;

• Review suites on turnover and complete a scope of work consistent with established policies and procedures. Follow-up to ensure all deficient items identified are addressed in a timelymanner;

• Review and evaluate repairs and maintenance requests to ensure they meet budgetary and operationalexpectations;

• Responsible for opening and locking suite doors for maintenance and service personnel when entry by the resident has been authorized; and

• Ensure preventative maintenance is scheduled and completed.

Health and Safety:

• Understand and adhere to QuadReal's Health and Safetypolicy;

• Ensure compliance with all legislation, including but not limited to:The Residential Tenancies Act, Fire CodeandOccupational Health and SafetyAct;

• Comply with regular fire and life safety standards including monthly testing and annual drills; and

• Ensure all vendors and contractors comply with the established health and safety policy, and immediately report any infractions, hazardous conditions, or damaged equipment.

Experience and Qualifications

• Experience leading teamspreferred;

• 3-5 years of experience in an administrative roleor PropertyManagement;

• Post-secondary educationpreferred;

• Ability to communicate with co-workers and supervisors effectively and professionally, both oral andwritten;

• Strong attention to detail, problem-solving, and follow-up isrequired;

• Must be a self-starter with high degree of initiative, flexibility, andprofessionalism;

• Superior ability to develop and sustain cooperating working relationships with staff, contractors, the public and especiallyresidents;

• A passion for excellence in customer servicedelivery;

• Ability to work flexiblehours;

• Knowledge of Yardi Voyager and MS Office (Word, Excel, Outlook, and PowerPoint); and

• Familiarity with smartphone and tablet technology.