The Organization
Greater Victoria Housing Society is an award-winning registered charity and not for profit organization dedicated to providing high quality, secure and affordable rental housing for low to moderate income households. Known for excellent service, we contribute to healthy, thriving, and livable communities.
Purpose of the Position
Reporting to the Chief Executive Officer (CEO) and the Manager of Tenant and Community Relations (MTCR), the Administrative Assistant – Tenant and Community Relations is a primary customer service agent for the Society. Supporting the strategic goal of meeting diverse tenant needs for high-quality, secure, affordable rental housing, the Administrative Assistant – Tenant and Community Relations assists and supports the MTCR and the CEO and the Society in reception and administrative duties.
Job Description
Location: Victoria, British Columbia
Department: Tenant Relations
Employment Type: Full-Time
Minimum Experience: Entry Level
Compensation: $27.47 per hour + Benefits (35 hour work week)
Duties and Responsibilities
- Act as first point of contact for tenants and guests by greeting walk-ins to the head office, setting a high standard for customer service and client-focused outcomes.
- Provide and update service referral handouts and community support recommendations to tenants and members of the public.
- Receive rent payments from walk-ins, ensure cheques are correctly filled out and/or cash amounts are correct, and issue receipts.
- Participate in and document information at tenant and community relations meetings.
- Receive and log paper incident reports; gather follow-up information through phone calls and emails to tenants.
- Monitor the Tenant Relations email account: follow up on inquiries and digital incident reports, redirect or respond as required, send acknowledgement letters and emails.
- Draft communications for Tenant Relations Department, including letters and signage, based on existing templates.
- Monitor incoming voicemail and direct to the appropriate department.
- Organize communications for registered mail, including preparing and filing receipts, and take to post office
- Open and date-stamp all incoming mail; distribute to appropriate personnel
- Perform paper and digital filing, scanning and copying.
- Research, generate, and liaise with other departments for weekly content for digital information screens.
- Draft quarterly tenant newsletters.
- Prepare and issue legal notices associated with residential property management, at direction of MTCR.
- Provide administrative support for evidence collection and issue of legal documents and evidence: track incident report and hearing files, and respond to time-sensitive deadlines for the Residential Tenancy Branch (RTB).
- Occasionally attends field work including site visits with Tenant Relations team.
- Assist in engagement initiatives for Tenant Relations Department and Chief Executive Officer.
- Provide project support to the MTCR and Chief Executive Officer as required.
- Complete meeting minutes / information collation for Chief Executive Officer.
- Organize calendar and meetings for Chief Executive Officer.
- Order and plan refreshments for staff events, assist in cleanup following events.
- Performs other duties as required.
Core Competencies
- Integrity
- Empathy
- Inclusivity
- Curiosity
- Collaboration
- Resilience
- Forward-Thinking
Knowledge, Skills and Abilities
- General practical knowledge of office administration procedures and processes.
- Computer skills including proficient knowledge of Windows, Outlook, calendaring, internet-based programs, social media, word processing, and spreadsheet software.
- Excellent attention to detail in collecting and entering data.
- Ability to manage tasks, time and triaged priorities to handle multiple different issues in a timely manner.
- Excellent interpersonal and communication skills (both written and verbal), including being empathetic to clients and working through situations with others under stress, either in person or on the phone.
- Ability to problem solve with individuals who are under stress, either in person or on the phone.
- Ability to maintain respect, confidentiality, and professionalism with sensitive client information, in compliance with privacy law
- Ability to be objective regarding individuals experiencing hardship.
- Demonstrated ability to be resourceful, to be able to learn and apply details of multiple housing program policies, Tenancy Agreements, and other guidelines.
- Ability to co-operate with other agencies supporting our applicants and tenants.
- Strong critical thinking and conflict resolution skills.
- Ability to evaluate a situation and escalate when necessary.
- Ability to remain calm and de-escalate stressful situations.
- Demonstrated resilience around working with populations experiencing hardship.
Education and Experience
- High school graduation certificate or equivalent level of skills and abilities.
- 2 years’ administrative experience preferred.
- Customer service experience and experience dealing with challenging clients considered an asset.
- Experience working in Property Management considered an asset.
- Experience working with vulnerable and marginalized communities considered an asset.
Working Conditions
- Union Membership: CUPE Local 1978
- Hours of Work as provided in the Collective Agreement.
- Submit to Criminal Record check.
- Office environment – Business Casual Dress Code
How To Apply
Please review the full job description before applying and be sure to tell us how you meet our requirements. The link to apply can be found: here
The Organization
Greater Victoria Housing Society is an award-winning registered charity and not for profit organization dedicated to providing high quality, secure and affordable rental housing for low to moderate income households. Known for excellent service, we contribute to healthy, thriving, and livable communities.
Purpose of the Position
Reporting directly to the Manager of Daily Operations, the Building Services Representative creates a well-kept and safe residential environment by cleaning and maintaining in good working order the physical assets of each building managed by the Society.
Greater Victoria Housing Society is committed to creating a diverse workplace to represent the population we serve and to better meet the needs of our tenants. Consider joining our team and being part of an innovative, inclusive and rewarding workplace.
Job Description
Location: Victoria, British Columbia
Department: Daily Operations
Employment Type: Full-Time
Minimum Experience: Entry-level
Compensation: $27.47 per hour + Benefits (35 hour work week)
Duties and Responsibilities
- Maintain the order and appearance of common and public areas to acceptable standards set by Society policies and checklists.
- Advise the office of required repairs for Maintenance staff by completion of a Work Order.
- Follow the Suite Turnover Policy from tenant notice to vacate through to new tenant move in.
- Walk through the entire building at the beginning of the shift and prior to the end of the shift to detect and report any questionable activity that contravenes the Tenancy Agreement, House Rules, Security, and fire safety items.
- Perform prompt minor repairs and preventative maintenance including, but not limited to; changing tap washers/inserts, light bulbs (exterior and interior), stove elements, adjusting window closers, adjusting door closers, toilet handles, flappers, and fill valves.
- Perform outside work including, but not limited to; sweeping and blowing leaves from sidewalks and driveways, removal of papers, garbage and other non-garden debris, salting of sidewalks and driveways, snow removal, ensuring safe entry/exit.
- Maintain the on-site office; keep a daily journal of work performed, stocking proper supplies and forms.
- Inspect/clean security camera equipment daily and review footage in response to incidents.
- Maintain inventories and order necessary supplies as directed.
- Maintain the building tools and keep in good working order.
- Maintain registry for key allocation, house rules, laundry schedules, parking space allocations, garden plot allocations, storage lockers, building fire safety plans and any other allocations that may be required.
- Schedule usage of common areas and guest suite (where applicable); inspect and clean these areas as required.
- Assist with laundry room equipment maintenance by ensuring that the room is kept clean, and that needed repairs are reported to head office.
- Perform and record monthly testing and maintenance of the fire alarm, emergency lighting equipment, and emergency generators.
- Inform the office staff of any warranty deficiencies reported by tenants or discovered during inspections.
- Monitor condition of exhaust fans, doors, pumps, boilers, fire sprinkler system, heating and ventilating systems, daily.
- Ensure that the building is Workplace Hazardous Materials Information System (W.H.M.I.S.) compliant and keep up-to-date Material Safety Data Sheets (M.S.D.S.) on all cleaning and hazardous materials as directed.
- With Maintenance staff or designate, perform annual suite inspections to identify items requiring repair or replacement, and suites not maintained to health or safety standards.
- Respond promptly to emergency calls and tenant generated Incident Reports, taking appropriate action and answering/responding or notifying appropriate authorities of emergencies.
- Establish an awareness of the well-being of the Society`s tenants.
- Promote recycling and compost programs and follow procedures for appropriate pick-up of garbage and junk removal.
- Other duties as assigned.
Core Competencies
- Integrity
- Empathy
- Inclusivity
- Curiosity
- Collaboration
- Resilience
- Forward-Thinking
Knowledge, Skills and Abilities
- The ability to establish and maintain good working relationships with maintenance staff, office staff, contractors and tenants.
- The ability to respond to issues with diplomacy and tact while communicating in a clear and concise manner.
- Ability to de-escalate situations to communicate respectfully and problem-solve with tenants
- Knowledge of the Residential Tenancy Act and privacy and protection legislation.
- The ability to set priorities and handle a number of different issues at one time while maintaining safety and efficiency.
- The ability to keep accurate records and complete standardized forms in writing and on a computer.
- Knowledge of electrical, elevator, boiler, fire panel, mechanical systems, emergency back-up generator, irrigation sprinkler and timer systems.
- Physical ability to independently lift up to fifty (50) pounds required.
Education and Experience
- Experience cleaning multi-unit residential buildings.
- Experience dealing with tenant issues and/or customer service.
- Experience keeping records and completing standardized forms.
- Experience conducting minor and routine maintenance using basic hand tools and cleaning equipment preferably in multi-unit residential buildings.
Working Conditions
- Work is carried out in all buildings owned by Greater Victoria Housing Society.
- Physically demanding work environment; 80% physical work, 20% administrative work.
- Frequent lifting and moving of equipment, furniture, and appliances.
- Exposure to needle and drug paraphernalia, natural death of residents and potential health hazards (personal protective equipment available).
- Interact with tenants demanding resolution to maintenance problems or problems with other tenants.
- Union membership: CUPE Local 1978
- Provision of own vehicle required
- Hours of Work as provided in the Collective Agreement
- Field Dress Code
How To Apply
Please review the full job description before applying and be sure to tell us how you meet our requirements. The link to apply can be found: here
