Job Description

PROPERTY ADMINISTRATOR, VILLAGE BY THE ARBORETUM

Change

Your

Career for the Better.

As a recipient of hundreds of awards and accolades, Reid's Heritage Homes is a world-class organization, with growing communities across the province, offering home styles from mid-rise condo suites to custom estates and active adult communities. We are a division of Reid's Heritage Homes, a family-owned company celebrating over 45 years in business. We are proud to have been certified as one of

Canada's Best Workplaces(TM) for 2025

and named as one of

Canada's Top Small & Medium Employers for 2021

and

Waterloo Area's Top Employers for 2021

. We strive to employ highly skilled individuals who both exemplify and live out our Core Values. Our team members are passionate about their work, and their high energy and creativity drive innovation. As a result, our team is growing. We invite you to take this opportunity and be a part of the momentum!

We are currently seeking a highly motivated individual with excellent people skills to join our VBA team in the full-time position of

Property Administrator, Village by the Arboretum.

The Village by the Arboretum is an award-winning adult lifestyle community in Guelph and is currently home to over 1200 residents.

If you enjoy working independently and collaboratively with others, handle pressure well, and have the communication skills needed to interact with residents in a friendly, respectful, and helpful way on a daily basis, this opportunity is for you.

The Property Administrator will provide front end customer service and ongoing community development and hospitality to residents living in the VBA. They will be tasked with providing a welcome to new VBA residents, managing inquiries transactions and tasks related to the VBA Tenancy Agreement. The VBA Property Administrator will manage databases of residential and staff information as required. General office management duties to support the property management team will also be performed.

As Property Administrator, you will carry out a variety of duties and responsibilities:

Follow and consistently demonstrate our company Core Values. Follow all VBA Guidelines and protocols.

Office Management/Customer Service

Front end, first contact, that interacts with customers/residents daily, providing reliable, timely and consistent service through listening, responding and meeting/exceeding customer/resident expectations. Supports team, by taking and handling messages as needed. Maintains and organizes office supplies and equipment, making calls as needed for service and repairs. Manage license renewals, upgrades and team member training as required for WorxHub Software, photocopier, phone system, shredding services, IT hardware and software applications and other office support items as required. Assists with stocking of kitchen and light cleaning. Provides information to residents and visitors based on current VBA policies and guidelines in a variety of formats (oral, written, social media) in a timely fashion. Maintains VBA Management Team policies, procedures, and all electronic files. Provides administrative support for VBA Management Team members as required. (Security database and activation of fobs, general creation of Word and Excel documents etc.) Maintains the VBA Management Team virtual communications and connectivity through posts and video features on the VBA Admin website, and mail boards. Assists the Executive Director to create and maintain current VBA Management Team information on appropriate media platforms using creative design and application tools. Posts updates and notifications as required. Other duties as reasonably assigned.

VBA Property Management:

Manages the VBA Design Criteria Program including, Resale Audits for the VBA Consent to Sale, Renewal Assessments, Village-wide Home Assessments, and applications for changes to the exterior of VBA homes. Assists the Executive Director and GM of Landscaping and Facility with the VBA Tenancy Agreement by managing all processes and communications related to Schedule D - Rules and Regulations, City of Guelph bylaw education, enforcement, and nuisance reporting. Coordinates all resale transactions. Provides resident information as required to lawyers representing RHH to support matters involving resales, estates, sublease renewals, defaults. Supports RHH Finance Manager with rent and property tax collection. Keeps up-to-date records of occupancy and ownership for houses in the VBA. Facilitates the closing of resales by providing security access devices and welcome packages. Collects and maintain resident information in a variety of databases. (i.e. address change, emergency contact forms work order requests)

VBA Community Program:

Coordinates the VBA New Resident Orientation program, and welcome packages including the creation and provision of all resources and materials to support new residents in understanding the VBA Tenancy Agreement including Tenancy Agreement rules and regulations. Organizes hospitality/set-up for meetings and team events. Facilitates and hosts resident connections with VBA community business partners/residents as required. Provide notices posters memos and personalized communications to residents. Conveys communications to the team and residents in a variety of formats, including virtual meetings as required. Collaborate with the team to create selected social media products facilitate resident knowledge and understanding of VBA property management services, guidelines, and processes.
The successful candidate will demonstrate the following qualifications:

Commitment to our organization's progressive culture, including our company Core Values.

Strong customer service and troubleshooting skills including follow up to ensure customer satisfaction and feedback.

Criminal Record Check and Vulnerable Sector Screening

Valid driver's license and clean driver's abstract

Proof of full COVID-19 vaccination

A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills.

Proficient in MS Office applications (i.e., Word, Excel, Outlook, etc.)

Proficient in or willing to learn creative design and application technology tools to produce engaging, memorable messages notices, instructional products.

Experience in creating and managing databases, web portals and other spreadsheet tools to store and retrieve information and data.

Exceptional organizational and time management skills to meet several deadlines. Ability to interpret, communicate and implement company policies and procedures.

Strong writing skills for technical writing, emails, memos, reports, notices, updates, and letters.

Strong diligence towards producing attractive, accurate communications.

Professional office appearance and manners.

If you have a lot to offer, we have a lot to give! Add your energy to ours and join the Reid's Heritage Homes team by submitting your cover letter and resume, specifying the title of the position. For more information, visit

www.reidsheritagehomes.com

and www.vba-guelph.org

We thank all applicants in advance for their interest in this position; however, only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Pay: $49,000.00-$50,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care Flexible schedule Life insurance On-site parking RRSP match Vision care Wellness program
Work Location: In person