Property Services Coordinator

3 weeks ago

Victoria, 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**:
1. 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.

2. 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.

3. 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.

4. 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.

5. 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 2-3 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 high-volume 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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