Facilities and Properties Administrative Assistant

3 weeks ago

Scarborough, Canada Senior Persons Living Connected Full time

**Mission Statement**: Understand the aspirations of seniors and respond with innovative supports.

**Vision Statement**: Building inclusive communities where all seniors are connected to living their best possible life.

**What to expect when you join SPLC**:

- Competitive Compensation and Benefits.
- Rewarding career that supports meaningful work in our communities.
- Training and Professional Development opportunities.
- Healthy and safe working environment.

**Position:**:Facilities & Properties Administrative Assistant (Full-time)

**Hours of Work:**:35 hours per week

**Reports to**: Director, Facilities & Properties

**Date Posted:**:May 23, 2023

**Deadline:**:Until position is filled

**Position Summary**:
Responsible to providing a broad spectrum of administrative support to the Facilities and Properties Department such as researching, reporting, vendor business relations, tenant relationship and meetings.

**Responsibilities**:
**1. Housing Administration and Engagement**:

- Provides all administrative support for rental and life lease housing.
- Conducts all communication, verbal and written to existing as well as prospective residents.
- Attends to all residents’ concerns/enquiries, create solutions and track progress accordingly.
- Manages the housing database for rental/life lease units and liaise with all stakeholders to maintain a high occupancy rate for rental and life lease.
- Reviews tenant records with support and file appropriately and accurately.
- Conducts viewing of vacant residential units with prospective residents and follow through with all administrative work to enable occupancy and closing.
- Prepares written communication to inform residents, staff of matters concerning the residential community on site.
- Responds to inquiries for information from external and internal residents.
- Develop annual engagement activities for seniors that will educate and enable social interaction.
- Tracks service records for fire safety and HVAC in collaboration with Project Coordinator.
- Manages and secures all building access keys both electronic and manual for residential property.
- Solicits quotations for work required to support the operations of the department
- Prepares Purchase Orders accurately for services, track approvals and dispatch to contractors.

**2. Manages the retrieval, processing and applicable dispatch documents related to housing and service.**:

- Participates in all emergency management and fire safety activities.
- Distributes and maintains Bulletin Boards for notices on a regular basis.
- Prepares monthly reports on housing administration and present to team members at meetings.
- Tracks and follow up with Janitorial and Custodial staff on schedules for set ups and take downs on a daily basis.
- Reviews and administer parking services; payments; violations, notices in collaboration with security staff.
- Does daily Work Order entries in the computer, monitors and report on concerns regarding service delivery by staff.
- Arranges with supplier/contractor to make duplicates of tenants/residents or common area keys which includes visits to offsite locations
- Programs fobs and intercom for residents, tenants when needed and ensure keys are accounted for at all times.
- Liaise with building maintenance and janitorial supervisors to provide administrative support as needed.

**Education**:

- Secondary education in Business Administration, or actively enrolled in a tertiary educational program
- Approved equivalent combination of education and experience

**Skills & Experience**:

- Minimum two (2) years administrative experience
- Strong interpersonal and communication skills
- Proficiency in Microsoft Office, specifically Word, PowerPoint, and Excel
- Comfortable with using social media to market housing needs
- Strong organizational skills with attention to accuracy, detail and the ability to multi-task and prioritize
- Ability to conduct research, analyze data and report
- Ability to work in a team environment and also independently with mínimal supervision
- Ability to maintain confidentiality
- Ability to speak Cantonese and/or Mandarin is a requirement

**Others**:

- Vulnerable Sector screening required
- Required to work on occasional evening or weekend hours
- Proof of full COVID-19 Vaccination or Medical Exemption Certificate required

While we thank all applicants for their interest, only those applicants selected for interview will be contacted.

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