Concierge

Job Summary  
Seeking a personable Concierge with 2+ years of relevant experience, renowned for stellar service and anticipating resident needs. This position plays a crucial role in providing administrative support to both the Property Manager and the Strata Council, facilitating efficient management of all site services and council affairs. Key responsibilities include setting the tone for excellent service and being the face of One Bear Mountain, assisting with administrative tasks essential to the smooth operation of the property, as well as supporting the council in its decision-making processes and communication with residents. Must excel in professionalism, adaptability, and teamwork, while offering independent expertise and support to strata council and management.

About the Property
For the first time ever, sophistication and recreation converge to create a best-in-class property. One Bear Mountain represents the most exclusive address in Victoria and on Vancouver Island. Nowhere else offers the exceptional quality of build and finishings, ultra-recreational resort lifestyle, proximity to Downtown Victoria and the standard and quantity of luxury amenities. One Bear Mountain has introduced us to a bold new era in visionary mountaintop living.

Residential Concierge Service:

• Be the face of the building to the residents, guests, and service personnel in a professional and courteous manner.
• Maintain communication channels with all who have a connection to One Bear Mountain, both via email, phone and in person – always responding to, or forwarding, requests in a timely, efficient, and respectful manner. 
• Maintain a register of all residents, including their email addresses and other relevant contact information.
• Set up new residents in the Enterphone and fobs and facilitate setup introductions to Stratapress.
• Design and deliver an orientation program for new residents, including documentation and a brief building tour to talk through policies. Key topics should include: Building amenities and use, parking and bicycle regulations and enforcement, parcel receiving process, security considerations and parkade access protocols, emergency procedures, system access and use, confirmation of access via fob and enterphone, and the role of the Concierge as well as the Property Manager.
• Maintain a resident key database and key box to facilitate any emergency access to suites required.
• Collect and manage amenity room deposits and bookings, and ensure amenity room is inspected before and after bookings.
• Collect and manage stairwell keys and key deposits for residents.
• Be a point of contact for questions and considerations related to electric vehicles, on behalf of the Strata Council.
• Receive concerns or suggestions from residents over email or in person which can then be passed along to Proline, or the Stata Council as relevant in the prescribed systems for tracking.

Typical Duties and Responsibilities:
General Administration and Operations 

• Proficient knowledge of Microsoft Office, excellent computer and written skills as well as problem solving capacity.
• Ability to work independently as well as take direction when required.
• Ensure the building lobby is kept clean and welcoming, including a clean front desk workspace and relaxing and inviting music. Time permitting, decor can be refreshed in the lobby monthly.
• In a timely and responsive manner, answer all incoming phone calls and correspondence that are relevant to building operations.
• Refer all requests for services and Bylaw infractions to Contact Council and/or the Property Manager. I.e. alteration to units, major building maintenance.
• Receive parcels on behalf of residents with correct ticketing to ensure residents are notified appropriately.
• Manage the distribution, use, and return of keys and FOBs to owners, residents, and trades, etc. through a secure sign out system.
• Schedule, coordinate and oversee move-in and move-out logistics, as well as preparing any areas (including elevators) for the moves, and noting any damage occurring from the moves.
• Ensure that up-to-date, signed indemnification forms are maintained, prior to access being given to units for inspection and/or maintenance (i.e fire , vent cleaning, heat pump filter changes).
• Draft and maintain Strata administrative procedures manual as directed by Property Manager and Strata Council.
• Recommend notices for residents and ensure notices are posted on building notice boards and through email blasts as directed by Property Manager and Strata Council. Planned notices can be maintained through a calendar to help remind residents of policies, actions required, or general behavioral guidance.
• Provide Strata Council with support with Strata Council meetings as requested. 
• Ensure that surface-level short-term parking is monitored and that residents and/or guests move vehicles after 15 minutes.
• Be familiar with Stata Corporation’s policies, safety, and emergency and fire systems in the building.
• Monitor visitor and resident parking weekly or as requested to ensure vehicles are within the stall and no articles other than shopping carts are left.
• Ensure all exterior doors are locked and secured before leaving each day.

Building Maintenance and Council Support:

• Serve as a key point of contact for Proline, providing boots on the ground support for all required activities and sharing the context of activities back with Proline. 
• Supervise garbage, recycling, landscaping and cleaning service providers and working as expected, and maintain those relationships as the key point of contact.
• Manage and oversee scheduled maintenance activities for building systems and common areas including collecting quotes, scheduling work, ensuring work quality meets site standards. 
• Develop and maintain a trade register to sign in and sign out any trades doing work in the building.
• Meet trades and provide access to required areas.
• Execute on council maintenance and work matters, owning the relationship with the trades, and ensuring relevant council members are informed of progress and any decisions needed. Updates and status of these should be kept up to date in the tracking system, with comments so that Council can keep abreast of the updates at and between Council Meetings.
• Complete minor maintenance activities including pool skimming and lighting maintenance.
• Manage the petty cash, and any accounts receivables relevant to the building, per direction from Proline and Strata Council.
• Complete weekly building walkthroughs to identify maintenance issues, report any vehicles with leaking oil or fluids, alert about irregular activities or objects, and ensure building is secure and exit doors are operating properly.
• Receive and process all Form Ks as required, in coordination with Proline.
• Willing to obtain swimming pool operator certification.
• Provide the Rental Property Manager support where needed. 

What we offer:

• $50,000 - $60,000 based on experience. 
• Work schedule consists of Monday through Friday, 9:00 am – 6:00 pm, with a 1-hour lunch break.
• 2 weeks paid vacation per annum. 
• RRSP matching.
• Health Benefits Trust and Life Insurance.
• Paid days off on your birthday and job anniversary.
• Monthly birthday celebrations and get-togethers for lunch.
• Paid volunteer days.
• Seasonal staff parties.
• Employee referral program.
• Education funding program.
• Opportunities for growth.

If you're someone whose warmth and enthusiasm brighten the lives of others, we want you on our team! Your unique personality and dedication to helping others thrive will make a significant difference in our community. Join us in creating memorable experiences and fostering a welcoming environment for all. Apply today and let your light shine as our newest concierge!

Please note that only candidates selected to move on within the recruitment process will be contacted.

With 55+ employees, 4 offices, and over 37 years in the business of property management, we are a friendly, interactive and hardworking group of people focused on developing and improving our organization and contributing to our community. We offer fun and professional working environment, maintaining an inclusive, small business feel while constantly striving to improve and develop as a company. We welcome team members who approach each day with positivity and enjoy working to help others live and grow together.