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Front Desk Assistant

2 months ago

Victoria, Canada Pacifica Housing Full time

**Description**:
**Position Title: Front Desk Assistant**

**Posting Number**: #24-53

**Reports to**: Associate Director of Housing

**Union**:BCGEU

**Compensation**: $23.27-$25.49/hour

**Schedule**:8:30am-4:30pm, Monday-Friday (75 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.

**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.

**Position’s Primary Objectives**:
The Front Desk Assistant represents Pacifica Housing as the first point of contact at the main office for residents and new applicants for housing, as well as a variety of other visitors.

Participates as a key member of the Supportive Services team responsible for all public facing resident interactions including:

- Represents Pacifica Housing as the first point of contact at the reception desk of the main office.
- Provides front line support to residents and applicants for tenancy.
- Performs a variety of administrative duties.

**Key Responsibilities**:
1. Performs reception duties including:

- greeting all in-person visitors to the main office and re-directing visitors with appointments to appropriate staff;
- answering telephone inquiries that are not routed directly to staff;
- sorting and distributing mail and preparing packages for courier dispatch; and
- monitoring, ordering and receiving office supplies.

2. Provides front line support to residents and to people seeking housing information including:

- working collaboratively with the Resident Services team to ensure information provided to residents and applicants for housing is current and consistent;
- providing information and answering questions regarding non-profit housing programs and eligibility requirements;
- responding to general inquiries regarding market housing vacancies;
- referring ineligible persons to suitable community agencies and resources;
- assisting with resident appointments by obtaining basic information, assisting in completing forms and booking appointments with staff;
- ensuring current residents are fully aware of Pacifica Housing policies;
- receiving Rent Subsidy Applications and ensuring accompanying supporting documentation is complete;
- receiving rental payments including debits, Ministry subsidy payments, post-dated cheques; and
- preparing Statements of Account for residents.

3. Performs a variety of administrative duties including:

- verifying and batching rental payments in the financial system for the attention of Accounting staff;
- processing pre-authorized debit (PAD) agreements for rental payments; and
- maintaining filing systems and other records.

4. Performs file auditing duties to ensure all files and documents are accurate and up to date including:

- create and add material to hard copy files as needed for record keeping;
- update database of digital records for redundancy;
- audit each resident files to make sure important content is in the file: lease, signature, inspection reports, etc.; and
- organize and categorize documents to make sure the documents are in the right resident file package.

5. Performs other related duties such as:

- assisting with administrative overflow and special projects from other departments, as needed.

**Requirements**:
**Education**:

- High school diploma or GED

**Experience**:

- A minimum of 2 years prior related experience with a strong customer-service focus

**Knowledge, Skills and Abilities**:

- Knowledge of local community resources an asset.
- Proficient in MS Office programs including Excel, Word and Outlook.
- Knowledge of Yardi Property Management software an asset.
- Excellent keyboarding and data entry skills, mathematical aptitude as well as attention to detail and accuracy.
- Exceptional customer-service skills and effective in both verbal and written communication.
- Proven ability to work under pressure during periods of high volume.
- Knowledge of filing systems.
- Great attention to detail and excellent organizational skills.
- As Pacifica Housing works with vulnerable populations, We require all staff to succes

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