Property Services Administrative Associate
City: Kamloops
Program and Site
Location: Property
Services, 260 6th Street
Reports To: Director of Facilities and Asset Planning
Term: Full-Time (37.5 hours per
week)
Wage Range: $24.43 to $28.04 commensurate based
on education and related experience.
Position Classification: Administrative Associate C
What We Offer:
• Competitive benefits including but not limited to dental, vision, physiotherapy, massage, and fertility upon eligibility
• Municipal Pension Plan upon eligibility
• On-site training and development opportunities such as Violence Prevention, Cultural Awareness and 2SLGBTQ+ training
• A culture of equality, inclusion, and diversity including paid cultural sensitivity days
• Accidental death insurance and Wellness plan benefit
• Vacation entitlements for Part-Time and Full-Time employees
Position Summary: The Property Services Residential Tenancy Act (“RTA”) and Administrative Associate work closely with the Property Services Department to ensure organization, consistency and policies and procedures are being followed. This position is an integral part of a busy and dynamic Non-Profit Society. In this role, you will be expected to exercise sound judgment and independence while managing the day-to-day related administrative activities.
Specific Responsibilities:
• Provide assistance and advice for all RTA leaves (arbitration, rent reviews, etc.).
• Liaison with the Chief Financial Officer, Chief Operating Officer, and Property Services Department for arbitration hearings.
• Write and distribute email, correspondence memos, letters, faxes and forms.
• Provide clerical and administrative support such as typing, binding, scanning, emailing, etc.
• Handle participant/tenant requests.
• Update participant/tenant information in Property Services Software (Arcori).
• Organize and schedule appointment/bookings with contracts, vendors and tenants.
• Purchase, monitor and order supplies, maintain files and filing, assist with preparation of reports and data entry.
• Establish department protocols in compliance with the Council of Accreditation requirements.
• Implement strategies to communicate department policies and procedures to program coordinators.
• Ensuring successful Tenant move in/move out as directed by ASK Property Services.
• Complete and provide all checklists and documentation to ASK Property Services upon move-in/ move out.
• Showing suites to potential tenants as directed by ASK Property Services.
• Completing all new tenant packages and required forms and submitting to ASK Property Services.
• Ensuring that maintenance and cleaning services are coordinated when suites are vacated and communicate with ASK Property Services when suites are expected to be ready for rental.
• Responsible for holding/maintaining each tenancy in accordance with the Residential Tenancy Act.
• Addressing tenant complaints / issues in collaboration with Chief Financial Officer, Chief Operating Officer, and Property Services Department.
• Preparing work requests and cleaning services requests as required.
• Ensuring monthly rents are collected and advising ASK Property Services of any unpaid / late rent so action can be taken.
• Issuing notices as directed by ASK Property Services.
• Work with Property Services regarding rent subsidy applications.
• Be a member of the COA's Performance and Quality Improvement team in which you will encourage the organization to use data to identify areas of need improvement and implement improvement plans in support of achieving performance targets, program goals, client satisfaction, and positive client outcomes.
• Assist team with required verbal and written reports, case notes, letters, memoranda, and year end reports.
• Other duties which may or may not be outlined in this job description
Qualifications and Suitability:
• Post-secondary Diploma, Certificate or Degree is preferred in Office Administration.
• Experience and/or knowledge of the Rental Tenancy Act is an asset.
• Valid Driver’s License and vehicle is an asset.
• Must be proficient in Microsoft Office, which includes Word, Excel, PowerPoint and Outlook.
• Ability to handle multiple, simultaneous and detailed tasks effectively and efficiently.
• Administrative experience with mental health/addiction and homeless issues an asset.
• Resilient and adaptable to change and able to improvise and work in a fast-paced environment.
• Excellent organizational and time management skills.
• Results-oriented and focused on achieving goals and has accountability for expected results.
• Demonstrated ability to handle confidential information.
• In-house Violence Prevention, Cultural Awareness Training, and 2sLGBTQ+ Training provided.
• Strong organizational and time management skills.
• Basic knowledge of building maintenance and infrastructure.
• Level 1 First Aid and Violence Prevention Training (in house training provided) required.
• Skills in mediating conflict between various interests.
• Ability to work as a team member in a case management setting involving multi-agency supports.
• Communicate effectively with tenants and staff.
• Strong working knowledge of community resource.
• As clients are allowed to have pets, it is noted that this is a pet friendly environment.
The ASK Wellness Society is dedicated to promoting diversity/multiculturalism with inclusion as one of our Core Values. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, gender identity or expression, sexual orientation, national origin, disability, or age.
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