Property Coordinator

  • Category
    Office, clerical & administrative - Administration
  • Job type
  • Location
    Vancouver, British Columbia

Property Coordinator

Basic Purpose:

Coordinates and provides analysis, research, decisions and/or recommendations, and prepares documents related to a wide range of property transactions for internal and external clients/customers of Properties.
Major Responsibilities and Duties (to fulfill major purpose):

1. Examines, researches, and analyses requests and proposals from internal and external sources regarding existing or new BC Hydro property interests and makes decisions if the proposal/request warrants further technical and engineering review. Reviews legal terms and conditions of BC Hydro’s property interests, searches titles, reviews maps, plans, legal surveys, etc. in order to make decisions. Prepares recommendations for review by senior staff or management. Completes property referrals and clearances as required. Follows up and arranges for or independently prepares documentation to implement approved recommendations.

2. Acquires (secures) and renews Crown Land tenures in support of BC Hydro’s operational requirements; reviews, negotiates, and co-ordinates fees, costs, and ensures documentation is in accordance with BC Hydro’s standards.

3. Independently prepares standard documents related to the acquisition, disposition, lease and management of BC Hydro’s property interests. Drafts non-standard clauses for review by Property Coordinator 2 and/or Solicitors. Checks executed documents for completion and accuracy for registration and forwards for registration. Compiles relevant property information including property taxes, water charges, legal fees, mortgage payments etc., in support of property transactions. Records and reports registration particulars to the owners/solicitors, and internal BC Hydro personnel.

4. Performs field checks and inspections of BC Hydro fee owned properties and rights of way related to proposals/requests and permitted uses granted by BC Hydro.

5. Provides management services for BC Hydro properties: includes arranging for advertisement for leases, sales or rentals; monitors sales completion and lease renewal dates; reviews tenant applications, obtains credit checks, explains lease terms and recommends the most suitable tenant; responds to tenant issues and arranges for approved repairs and maintenance; initiates changes or collection action if necessary; issues rental invoices; monitors payment of tenants rental and property tax billings; drafts account adjustment requests, tracks operating expenses and prepares account reconciliation; identifies accounts in arrears, and initiates collection action by contacting tenants, lessees and others to collect accounts and/or discuss payment arrangements for rental or lease fees; refers collections beyond assigned authority level to senior staff or management.

6. Prepares financial documents and reports including EARs, Payment Requisitions, AofTs, RPAs and CRAs in support of various Property functions; processes payments for property transactions, ensures transactions are correct, handles problems and identifies financial or processing issues to senior staff.

7. Prepares line lists, identification of deficiencies and or dropped property rights and participates in special studies and projects; utilizes various databases to undertake property research and analysis including EGIS, BC Online, Corporate Online, GATOR, LIMS, PeopleSoft and PReSS in support of major capital projects and requests from BC Hydro's operational groups.

8. Operates a PC and related word processing, spreadsheet, and other common desktop applications. Maintains, manages, and updates several property related databases.

9. Provides province-wide Properties Help Desk service, answering requests for Properties information and services; handles contentious trouble calls and rush inquiries from members of the public over property issues. Interacts with customers to understand customer’s needs and requirements for their projects and to communicate Hydro’s needs and requirements for public safety and electrical system integrity.

10. Performs duties of a minor nature related to the above duties that do not affect the rating of the job.
Skills, Knowledge and Abilities Required:
· Knowledge of documents, processes and procedures related to the preparation of rights of way, licences, acquisitions, dispositions, leasing, securing tenure on First Nation’s lands and other land transactions.
· Knowledge and ability to apply BC Hydro operating guidelines and protocol agreements with other government agencies for acceptable secondary uses of Transmission and Distribution rights of way.
· Requires ability to read and understand engineering drawings, subdivision, strata, reference and explanatory plans.
· Knowledge of the Land Title System and procedures.
· Knowledge of property file organization, documentation and search methods.
· Ability to format and type correspondence, reports, forms, etc., to defined speed and accuracy criteria.
· Well developed oral and interpersonal communications skills.
· Ability to prepare correspondence.
· Ability to use Personal Computer systems, including ability to access, update databases, and produce various reports.
· High degree of organizational skills, ability to handle high volume of diverse assignments, tight deadlines and deal with high pressure demands.
· Ability to manage multiple tasks or issues.
· Demonstrated ability to research, comprehend and analyze property related transactions and proposals.
· Knowledge of BC Hydro’s accounting systems and procedures related to property issues (e.g. BMS systems).
· Ability to prepare and maintain statistical summaries, reports, budgetary and other information related to property projects or activities.
Working Conditions:

Standard BC Hydro office environment and with regular travel away from headquarters to conduct property assignments as required, including occasional overnight travel.
Experience, Training and Education (demonstrating requirements):

Knowledge of Property Law, Principles of Real Estate, Legal descriptions/survey/mapping/formal registration systems, commercial Real estate sales and leasing, the BC Land Titles system of land registration and procedures and customer service. Knowledge is typically acquired through High school graduation plus completion of a one-year Community College program as a Legal Administrative Assistant and/or completion of 2 years of the 4-year Urban Land Economics diploma program or equivalent. Computer skills are typically acquired through use of various internal and external databases and IT systems plus BC Hydro’s in-house courses.

A minimum of 12 months of practical Real Estate Properties or property legal experience. Satisfactory performance on this job requires up to 2 additional years to acquire the knowledge and skills to perform the full scope of the job. Well developed oral, written, teamwork and interpersonal skills are required.


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Reference number CA_EN_1_026526_12230739

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