Property Administrator

3 months ago

Surrey, Canada Kekinow Native Housing Society Full time

**INTRODUCTION**

Kekinow Native Housing Society provides affordable housing in Surrey and Chilliwack to Indigenous families with limited resources.

As a member of property management team, the primary objective of this position is to empower and support Kekinow’s tenants which, in turn, will enable them to create a healthy, safe and positive lifestyle for themselves and their families. Specifically, the Property Administrator is responsible for providing day-to-day administrative support in all activities related to tenancy and property management within Kekinow Native Housing Society’s portfolio, as well as assisting in coordination of maintenance and repairs as required.

This position is based in Surrey. Regular work hours are 37.5 hours per week from Monday to Friday.

DUTIES AND RESPONSIBILITIES
- Provide general administrative support for the Property Manager/Chief Executive Officer including creating memos, correspondence, and tenant notices as required
- Update all internal tenant management systems of any changes to tenancy, occupancy, rental amount reviews and tenant related issues to the Property Manager
- Handle tenant concerns and inquiries as much as possible, following the Societies guidelines/procedures/policies; ensure information is forwarded to the Property Manager and/or applicable Manager’s for any required follow-up
- Sets up and maintains all tenant files and maintenance files
- Sets up and enters relevant data in Yardi property management system for all new tenants accepted by the Property Manager
- Identifies suitable applicants for vacant suites when requested by Property Manager and sets up interview times with potential applicants for interview
- Provides orientation to selected applicants regarding the tenancy agreement, community information, Society Policies and Procedures guidelines, and the Rent Ready Program.
- Prepares tenancy agreement and other relevant information for each selected tenant in a timely manner and ensures Property Manager have all documentation required for tenant sign-up
- Arranges meetings with tenants when requested by Property Manager
- Prepares and sends out notices to tenants on warnings, information requests, tenants, children, and guests behaviour
- Continues ongoing communication with tenants and stakeholders regarding all income review processes including rent calculations and tracks completion which includes preparing and sending notices for annual and interim income reviews.
- Calculates tenant rent contributions based on income information received from tenants and submits completed rent subsidy forms to Property Manager for approval and sign off
- Works in coordination with the Accounting Clerk to monitor rent arrears and ensures that the Property Manager, Finance Manager and CEO are informed
- Works with Property Managers to complete and process Security Deposit Disposition forms in a timely manner for those tenants moving out
- Report weekly on status of account receivable and prepare rental letters
- Complete all administrative functions relating to property management and as specified
- Under the guidance of the Property Manager, assists in the preparation of work orders for repairs and maintenance and to develop scope of work for maintenance related items and ensuring the work is completed as per the scope.
- Liaise with tenants and contractors as required or directed, facilitating unit visit.
- Other duties as directed from time to time

Skills & Experience required:

- 2+ years’ experience in Property Management, accounts receivable. Experience with Social Housing/Yardi would be asset.
- High school diploma supplemented with some post-secondary accounting and computer courses
- A valid driver’s license;
- Superior oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships with owners, tenants and team members; ability to exercise confidentiality; professional phone manner, self
- motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with KNHS’s objectives
- Organizational/Multi-Tasking Skills - Ability to allocate one's time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes; a highly organized individual who has an eye for detail and accuracy
- Knowledge and understanding of the Residential Tenancy Act
- Knowledge and understanding of the Aboriginal Culture
- Reliable vehicle with valid BC driver’s license with safe driving record.
- Must successfully complete a Criminal Record check and Vulnerability Record Check

This position requires a mature and emotionally stable individual with a genuine understanding of the role that stable housing plays towards the physical, mental, emotional and spiritual well-being of Indigenous people.

Preference will be given to qualified Indigenous applicants.

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