Housing Coordinator, Operations

BCIT Computing; Burnaby; On-site; CAD 62,000 - 69,000; Full time

Job summary

An established industry player is seeking a dedicated Housing Coordinator to oversee operations within student housing. This role involves coordinating maintenance, managing room turnovers, and ensuring a welcoming environment for students. The ideal candidate will possess strong organizational and communication skills, with a background in customer service. Join a forward-thinking institution that values innovation and provides a supportive work environment with competitive benefits, including a generous vacation policy and professional development opportunities. If you are passionate about enhancing student experiences and thrive in a collaborative setting, this opportunity is perfect for you.

Benefits

Competitive Pay

Extended Health and Dental Plan

Defined Benefit Pension Plan

Professional Development Funds

Free Access to Fitness Centre

Minimum of 15 Days Vacation

Qualifications

• Bachelor's degree in business administration or related field required.
• Five years of experience in office and project management roles.

Responsibilities

• Coordinate maintenance and operations of student housing facilities.
• Manage room turnover, maintenance requests, and logistics.

Skills

Customer Service

Communication Skills

Organizational Skills

Time Management

Interpersonal Skills

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Hotel Management

Bachelor's Degree in Project Management

Tools

Microsoft Office Suite

Database Applications (e.g., Banner, StarRez)

Job description

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Position Details

Position Information

Position Title Housing Coordinator, Operations Who We Are

At BCIT, putting people at the core of everything we do is paramount. This idea is the foundation of BCIT’s People Vision, which describes the Institute’s goals and priorities in respect to our people. In a complex and uncertain world, it’s vital our people feel valued, supported and connected. BCIT champions a culture of innovation and global progress through people’s imagination and creativity. With a competitive compensation package, great work-life balance, and career advancement opportunities, see why we’ve earned the title of one of BC’s Top Employers for over ten years running.

Position Summary

BCIT’s Student Success Division is seeking a regular, full-time (1.0 FTE) Housing Coordinator, Operations. This position coordinates the maintenance, operations and conference groups within the student housing facilities and the off-campus housing listings. Responsible for coordinating room turn-over, maintenance requests and scheduling, logistics, monitoring the inventory management, key inventory and tracking and facilitating supply deliveries. Updates and manages off-campus housing resources and communication.

Duties & Responsibilities

Duties And Responsibilities

Maintenance Coordination

• Coordinates turnover of residence rooms, including groups and conferences, ensuring housekeeping, set ups, room inspections, supplies and maintenance checks are actioned before and after use. Ensures rooms are in excellent condition for incoming occupants and for ongoing use.
• Reviews move-in, move-out and reservation lists; plans for and coordinates turnover activities, ensuring residence rooms are maintained and prepared accordingly.
• Coordinates all check-in/check-out cycles and activities, including assessing the collection of damage deposits, creating inspection run lists within the housing portal and checking the inventory of housing related items.
• Assesses and processes room damage charges following department protocols and procedures.
• Coordinates with the Housekeeping contractor and maintenance teams to ensure student housing spaces are cleaned, maintained and ready for incoming occupants.
• Coordinates cleaning requirements with the Housekeeping contractor to ensure ongoing cleaning maintenance needs are met.
• Coordinates and implements calendar, schedule and communications for end-of-term cleaning.
• Conducts routine quality assurance cleaning inspections as per student housing standards and procedures and BCIT’s Institutional guidelines.
• Coordinates the moving of furniture and the setting up of residence spaces, conference spaces, temporary spaces and housing office spaces.
• Coordinates with other staff on resident housing activities, communicating room preparedness and availabilities for occupancy. Ensures staff are aware of room availabilities. Updates room status on the housing software and ensures any unavailable or unsuitable rooms are not listed for bookings.
• Conducts routine housing facility inspections, ensuring maintenance and facility issues are addressed, coordinated and followed up on. Creates and forwards work orders for any concerns and follows up to ensure completion.
• Coordinates with external contractors to support the operations portfolio.
• Reviews and follows up on work orders, communicating with requestors and stakeholders. Actions related activities or addresses concerns with appropriate individuals.
• Tracks and monitors assets including furniture, linens, material, supplies, equipment resources and inventories.
• Coordinates deliveries, general purchases, and installations. Works with facilities and management to assist with coordinating larger/more complex purchases and installations/repairs or where technician or oversight is needed.
• Coordinates access for personnel, guests and contractors.
• Supports key tracking and return procedures, ensuring the activation and deactivation of electronic key access.
  
  

Conference and Groups

• Coordinates conference room reservations, payments, bookings and accommodations.
• Assigns residence room blocks to groups for group bookings. Ensures reservations are entered and housing staff are aware of reservation blocks. Coordinates check in/check out of conference room and group guests.
• Coordinates contracts, offer letters and booking information for conference and summer group accommodations. Confirms accommodations.
• Works with management to set summer group rates.
• Updates accommodation and facility resource tracking in the resident systems. Produces related reports as required for operational use and decision making.
  
  

Student Staff

• Coordinates the work, provides training and guidance to student and maintenance staff supporting the housing operations activities. Assigns work in collaboration with the Student Housing Maintenance Worker.
• Supports Management on student staff selection and hiring activities within the Housing Operations.
  
  

Off-campus Housing

• Creates and updates printed and online materials to support off campus housing and develops relationships with off campus property management services and other off campus housing community resources.
• Works with campus stakeholders such as Student Life Office, International Student Services, Indigenous Initiatives, and Accessibility Services to create off campus resources to support diverse student needs. Advises students who may be experiencing difficulties or crisis in regard to their off-campus housing and refer them to on and off campus supports as appropriate. Escalates student concerns to management as appropriate.
• Maintains off-campus landlord lists and distributes to inquiring students and various departments.
• Answers incoming inquiries from landlords.
  
  

Administrative Duties and Operational Support

• Creates and distributes resident correspondences and housing communication documents. This may include, print, online, or social media.
• Provides support to the operations budget by monitoring inventory, tracking orders and providing input into resourcing needs for budget plans.
• Prepares and distributes marketing materials for off-campus housing, groups, and conferences, including for website, social media and print.
• Provides back-up support for short term stay and long-term stay application processing.
• Maintains a good awareness of reservation systems. Supports housing system changes and upgrades as a functional user, providing input to process and data as required. May be required to perform user testing from time to time.
• Supports emergency preparedness planning and activities providing input to facility accommodation related items in the plans. Provides ongoing training to residents and staff.
• As part of the housing team, supports the ongoing maintenance of a friendly, safe, wellness focused and supportive atmosphere for residents and guests. Ensures inclusivity and good judgement is practiced and supported, where students can reach their fullest potential and be supported.
• Keeps an awareness of visitors, guests and any potential concerning behaviours or safety concerns. This includes responding to fire alarms, escorting contractors and visitors, and answering the on duty phone during office hours. Ensures appropriate personnel are notified and safety protocols are followed accordingly.
• Provides general back-up support for front desk activities for coverage and during high-volume periods. Includes answering inquiries, escorting contractors, conducting tours and processing check-in/check-outs, keys, mail and parking passes.
• Maintains good awareness of what is happening in and around the residence so they can inform students and answer their questions.
• Creates and/or provides input into facility maintenance and accommodation communications, resident correspondences and housing support and communication documents.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade for this position.
  
  

Qualifications

Qualifications

Definition: The qualifications section for this job was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT. The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education

• Completion of a four year bachelor’s degree in business administration, hotel management, operations or project management.
  
  

Experience

• Two years general office experience plus three years current and practical experience in this or related jobs inside or outside the Institute inclusive of experience in building maintenance, operations or project management capacity within a similar environment such as a student residence, resort or hotel.
• Customer service experience is required.
  
  

Software/Computer Application(s) And Expertise

• Demonstrated advanced working experience in Microsoft Office suite applications
• Experience using database applications such as Banner or StarRez
• Communication/Interpersonal Skills:
• Excellent oral and written communication skills.
• Proven professionalism in customer service excellence, including telephone skills and in-person guest service in a front-line environment.
• Ability to bring a positive and friendly attitude with a proven ability to build rapport with a diverse group of customers, colleagues and young adults.
• Proven ability to exercise good judgment, be diplomatic and to remain calm.
• Demonstrated ability to work effectively in a team environment and independently.
  
  

Administrative Skills (e.g. Prioritizing, Minute Taking, Wp Speed, Etc.)

• Excellent organizational and planning skills, with strong ability for actioning follow-up and time management.
• Proven ability to multi-task in a busy customer service environment and to stay focused with many frequent interruptions and distractions.
• Proven attention to detail and ability to complete tasks in a timely manner.
• Demonstrated adaptability and flexibility in meeting changing demands.
  
  

Other Skills/Abilities

• Must be able to work an irregular workweek during student housing office hours. Shifts can range between 7:00-20:00 weekdays. Incumbent will be required to work during peak periods and some weekends throughout the year.
• Will be required to work Labour Day weekend and during our semester transition periods in August, September and January. Position may not take vacation at the same time as other housing office positions.
  
  

Additional Information

Benefits – Why You’d Love Working With Us

• Competitive pay
• Minimum of fifteen days of vacation prorated per year
• Competitive employer-paid extended health and dental plan including access to a Health Care Spending Account of up to $325 if eligible!
• Defined benefit pension plan with employer contributions
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more
• For more information on our generous benefits, click here!
  
  

BCIT is committed to the principles of equity, diversity & inclusion and to promoting opportunities in hiring for systemically oppressed groups who have been excluded from full participation at BCIT and the larger community. This includes Indigenous Peoples, women, racialized persons, persons with disabilities and those who identify as 2S/LGBTQIA+. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

Persons with disabilities who require accommodation for any part of the application or hiring process should contact [e-mail]. Please note that all applications must be submitted via the careers page portal. Email applications will not be accepted.

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).

Salary Range Salary Grade 8: $62,669 - $68,082 per annum. Additional Salary Information

External hires are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. Salary prorated based on percentage and term of appointment.

Position Details

Posting Category Administration Department 2 Student Success Division Campus Location Burnaby campus Bargaining Unit BCGEU Support Staff Job Status Regular Full-Time/Part-Time Full-Time Number of Vacancies 1 Anticipated Start Date 06/02/2025 Anticipated End Date

Competition Information

Competition Number 25B558 Competition Open Date 05/03/2025 Competition Close Date 05/13/2025 Open Until Filled? Quicklink for Posting https://careers.bcit.ca/postings/9498

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained?
• GED
• High School Diploma
• Certificate
• Diploma
• Associates Degree
• Bachelors Degree
• Masters Degree
• PHD
• * How many years of experience do you have in this type of position?
• 0-1
• 1-2
• 3-5
• 6-9
• 10+
• * New employees to BCIT are initially placed at the minimum of the salary range with set progressions to the maximum as per the Collective Agreement. The salary is prorated based on percentage and term of appointment. Please select which statement best describes your situation:
• I am a current BCIT employee, this is not applicable to my situation.
• I am not a current BCIT employee and would be satisfied with placing at the minimum of the indicated salary range.
• I am not a current BCIT employee and would not be satisfied with placing at the minimum of the indicated salary range.
• * All positions at BCIT require on campus presence at the applicable campus location(s). This means the successful candidate must be able to and willing to relocate to the Lower Mainland. Please select from the following that best describes your situation:
• I currently reside in the Lower Mainland
• I do not currently reside in the Lower Mainland, however I am willing and able to relocate if found to be the successful candidate
• I do not currently reside in the Lower Mainland and I am unwilling to relocate
  

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
  
  

Optional Documents