Administrative Property Assistant

6 months ago

Lower Mainland, Canada AFFORDABLE HOUSING SOCIETIES Full time

**ADMINISTRATIVE PROPERTY ASSISTANT**

**The Job**

The Affordable Housing Societies - one of BC’s largest not-for-profit affordable housing providers is looking for a qualified **Administrative Property Assistant **for one of our downtown properties. At Affordable Housing Societies, we’re all about “Making People’s Lives Better” --- for our tenants, for their families, and for our employees. Join an exceptional group of diverse, caring, dedicated and passionate people who are inspired to make a difference in people’s lives by delivering an experience that is authentic, personalized, and memorable for more than 10,000 people across the Lower Mainland. AHS is a close-knit team of professionals that provide the very best quality service to our tenants and communities we support.

**Reporting to the Property Manager**, the Administrative Property Assistant serves a key role in furthering the organization’s goals and objectives and ensuring the Mission to _“provide quality, affordable rental homes so that families and individuals can thrive.”_ The Administrative Assistant is responsible for supporting the team with administrative clerical duties and customer service.

**About You**:
You are a positive, detail oriented administrative professional. You have a track record of effective tenant relations, including compliance with municipal and provincial regulations. You genuinely enjoy providing exceptional customer service, administrative tasks, and property management. You love seeing people satisfied with the beautiful condition of our building(s). You espouse the values of integrity, kindness, and compassion, and take seriously the social responsibility of effectively managing the housing of individuals of various backgrounds including many who are highly vulnerable. You understand and are empathetic to the many reasons individuals find themselves in precarious housing situations including trauma, addictions, mental health challenges and the confidentiality that goes along with it.

**Key Responsibilities**:

- Ensuring a positive applicant and tenant experience throughout rental process with exemplary customer service approach
- Sales and marketing of vacant units by identifying sales leads to supervisor
- Developing relationships with external partners and government to gain a first-hand knowledge of programs and offerings for residents of Affordable Housing Societies projects
- Event planning and hosting for the purposes of generating sales, including decorating and staging vacant units or venues as required
- Arranging for photographs for the purposes of advertising of units/building(s) as necessary
- Building sales portfolios for the building(s) including descriptive highlights and language for marketing and branding strategies
- Developing and maintaining marketing and tracking materials for tenant engagement
- Developing presentations for workshops related to tenancy
- Ensuring vacant units are rented as soon as they are available and marketing units as required
- Assisting with coordination of tenant move ins/outs
- Assist in locating new tenants
- Tracking and maintaining cost spreadsheets of marketing campaigns and success rates related to specific campaigns showing ROI for each
- Administrative assistance including answering phones, setting up meetings, & filing
- Preparing correspondences, reports, and related written materials
- Respond to inquiries from tenants and site staff both orally and in writing
- Initiate oral and written communication with tenants requesting information to support the tenancy
- Review and interpret tenant information to ensure accuracy and compliance regarding tenancy accounts
- Monitor tenant rent payments including follow up with staff regarding rent arrears
- Participate in unit inspections, documenting follow up actions with supervisor and tenants as appropriate
- Maintain reports regarding the condition of units and buildings
- Participate in team initiatives and assist in ad hoc site functions as required
- Respond to inquiries from tenants, service agencies, the public and advocates, to provide information and to prevent and/or stabilize sensitive or contentious issues, and alert supervisor of developing or potential issues
- Other related duties as assigned including but not limited to project work and secondment as assigned by the COO or PM for AHS properties

**Knowledge, Skills, Abilities and Attributes**:

- Some knowledge of Residential Tenancy Act, Human Rights Code and Municipal/Provincial compliance regulations
- Ability to interpret and understand documents received from tenants
- Excellent written and oral communication, customer service, interpersonal skills
- Positive relationship-building skills (strong interpersonal skills,) diplomacy, tact and conflict management skills
- Strong knowledge of MS Office suite including Word and Excel spreadsheets
- Ability to investigate and solve problems creatively within established policies an

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