Property Services Coordinator

1 week ago

Victoria, British Columbia, Canada Pacifica Housing Full time

Description:

Position Title:
Property Services Coordinator**
Competition:24-52

Reports to:
Manager of Maintenance

Union:

BCGEU

Compensation:
$26.60-$28.82/hour

Schedule:8:30am-4:00pm, Monday-Friday (70 hours bi-weekly)

Posting Closing Date:
June 20, 2024 at 4pm

Organizational Focus:

Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community.

As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.

Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

Primary Objectives:

The property Services Coordinator works alongside the Maintenance team provides administrative support by:

  • Coordinating the scheduling and monitors completion of a variety of property maintenance functions;
  • Performs a variety of administrative and clerical functions.

Key Responsibilities:

Ensures maintenance requests are processed according to the standards established by the Manager of Maintenance, including:

  • receiving, reviewing, tracking, approving and prioritizing maintenance work requests;
- issuing and tracking purchase orders;

  • Daily scheduling of maintenance work orders
- report to the Maintenance Manager regarding issues resolved, those needing attention, and those currently in progress;
- receiving and directing incoming correspondence, invoices, work requests etc.;
- tracking progress of maintenance activities and reporting related problems/issues to the Maintenance Manager; and

  • Providing access to contractors where required.
Ensures documentation associated with move-outs are processed as follows:

  • scheduling and tracking
- tracking move-in inspections in collaboration with the Resident Services and Supportive Housing Staff and distributing relevant documentation to appropriate recipients;
- maintains electronic records (database) and other non-electronic files, service contracts, annual tasks, annual inspections and the maintenance technician Work orders.

Ensures Suite Turns are processed according to the standards established by the Manager of Maintenance, including:

  • monitoring and reporting on suite turn schedule;
- back up for Annual suite inspections;
- quality assurance and inspection of all third-party work; and
- suite inspections and QA Checks.

Performs a variety of administrative and clerical support functions including:

  • maintaining cordial and cooperative relationships with all Pacifica Housing staff including Supportive Housing staff, contractors and with the residents of Pacifica Housing;
- work independently to meet deadlines and complete assignments as instructed;
- administrative duties such as filing, scanning, copying, the creation and posting of notices for entry, and the creation of purchase orders as required;
- in the course of other duties conducting general maintenance observations & sending details to maintenance Zen Desk while keeping the Regional Manager advised;
- maintaining filing systems in prescribed manner;
- preparing and typing correspondence, letters and reports, ensuring timely response to inquiries and issues;
- obtaining and reviewing quotes, making recommendations to Maintenance Manager;
- ordering supplies;
- receiving and directing incoming correspondence, invoices, work requests etc.;
- assisting with administrative overflow and special projects from other departments, as needed;
- provides back up in: Zendesk and Yardi; and
- project monitoring and reporting.

  • Undertaking special projects as assigned and perform other related duties as required.

Requirements:

Qualifications (minimum Education and Experience requirements)

_ Note:
__An equivalent combination of education and experience may be considered._

Education:

  • Secondary school graduation
  • Training in related administrative duties such as database management

Experience:

  • A minimum of 23 years' experience in an administration role, office assistant, property management, or related environment.
  • Experience using Yardi and Zendesk or other property management software would be a distinct advantage.
  • Knowledge of technical building systems.
  • Working in a highvolume call center environment.
  • Experience using spreadsheets and databases.

Knowledge, Skills & Abilities:

  • Attention to detail.
  • Strong organizational and time management skills.
  • High degree of accuracy when working with sensitive files.
  • Excellent communication, presentation and problem solving skills.
  • Proven ability to work effectively and collaboratively with other stakeholders.
  • Proficient in MS Office programs including Word, Outlook and Excel.
  • Knowledge of Yardi Property Management software an asset.
  • Basic knowledge of building ma

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