Property Assistant

1 week ago


Victoria, British Columbia, Canada Capital Regional District Full time

Property Assistant - Maintenance & Accounts Services:

Planning & Protective Services - Capital Region Housing Corporation

Competition Number: 23/032

Employment Type:
Auxiliary (Approximately one year term)

Hours of Work: 70 hours bi-weekly

Rate of Pay:
$34.70 to $36.80 per hour (plus 14% in lieu of benefits)

Job Summary

The Property Assistant is responsible for the delivery of administrative and field services in a variety of areas of property maintenance operations.

This position regularly communicates, collaborates and coordinates with other CRHC staff to ensure a strong team culture that supports CHRC goals and objectives.


_The anticipated length of this term assignment is approximately one year._
This position requires a clear criminal record check to work with vulnerable populations.

The applicant/incumbent will be required to undergo a criminal record check in order to work in this position and to report to their supervisor if any criminal charges are laid against them that may be related to their employment in this position.


Qualifications

  • Completion of 2nd year CA/CGA/CMA, and/or a Certificate in Business Administration or related field, plus five (5) years' directly related work experience, including significant residential property management experience or equivalent combination of education and experience.
  • Must possess a valid BC Driver's Licence.

Typical Duties and Responsibilities

  • Calculates and monitors Payroll budget reporting; reviewing for accuracy and processing Caretakers' timesheets after approval by Property Manager.
  • Processes and codes administrative, maintenance operating and capital replacement payables using SAP & Plant maintenance module; including contract billings and ensuring timely payment of statutory lien holdbacks and reoccurring payments.
  • Reconciles vendor accounts and related financial records.
  • Reviews, codes, authorizes payments for building utilities and researches usage discrepancies by portfolio.
  • Responsible for creation of capital plan sheets including 'to date' spending, preparation of component spending reports for analysis and minor component pattern development as assigned.
  • Assists in the preparation of annual budgets (capital, contracted services caretaker payroll) and provides monthly reporting.
  • Acts as an administrative champion and supports training and guidance for ongoing systems and processes as required.

Champion roles include areas, such as:

SAP Plant Maintenance, Worker Check, caretaker payroll master sheets, annual Inspection scheduling, parking card & entry systems, fleet vehicle maintenance & licensing as per CRD Fleet services, liaise with IT for department hardware & phone requirements.


  • Prepares and inputs corrective journal entries for other Property Assistants and creates receipts for replacement reserve invoicing.
  • Coordinates all cellphones requirements for portfolio staff.
  • Assists, prepares and monitors capital/service/seasonal tender bids and contracts in coordination with the Property Managers, ensuring bonding, Worksafe BC and insurance requirements throughout the contract or standing agreement duration.
  • Schedules, coordinates and provides administrative services for new and ongoing preventative maintenance programs, timely completion of annual inspections, appliance replacements, pest control tracking, maintenance of pest resource sheets and Caretakers' /Property Managers' meetings.
  • Receives unit paint awards for turnovers, stores them to Sharepoint and provides Property Manager with applicable chargeback portions for move out.
  • Responds verbally or in writing to inquiries, complaints and unit modifications from residents, neighbours and service contractors in coordination with Property Managers and Caretakers.
  • Works with Property Managers, contractors, consultants and other staff to coordinate and schedule maintenance services; ensuring all parties receive accurate, timely information that impacts the complex.
  • Coordinates parking access cards for underground parking & supports Caretakers dealing with towing company.
  • Coordinates jointly with other Property Assistants and Property Managers in the CRHC Worker Check program.
  • Develops various reports for analytical purposes.
  • Provides backup to other Property Assistants (Maintenance & Accounts Services)
  • Follows all policies, procedures and standards of CRD/CRHC.
  • Performs other related duties as required.

Knowledge, Skills and Abilities

  • Excellent communication (verbal and written), interpersonal and customer service skills are required
  • Must have working knowledge of legislation relevant to a social housing operation, including the Residential Tenancy Act and WorkSafe BC policies and procedures, and OH&S Regulations
  • Knowledge of union agreements, and a technical understanding of residential property management
  • Must have superior organizational and administrative skills
  • Proficiency


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