Administrative Coordinator

**Description**:
**Position Title**:Administrative Coordinator - Finance**

**Competition**:25-062

**Reports to**: Controller

**Union**:BCGEU

**Compensation**: $27.39-$29.69/hour

**Schedule**:8:30am-4:00pm, Monday-Friday (75 hours bi-weekly)

**Posting Closing Date**: September 12, 2025 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.

**Position’s Primary Objectives**:
This position reports directly to the Controller and is responsible for providing administration support for the Finance and Resident Services team.

**1. Income Reviews**
- Performs income review and verification on subsidized tenants on an annual basis or when resident income needs change; perform rent contribution and subsidy calculation; advising residents of their new Tenant Rent Contribution; updating ERP systems according to new reviews; and maintaining a document management system for the resident files and BC Housing files.
- Training various teams on the new income limits and required documentation to perform income verification.
- Assist in providing information for audit requests over income verification from various stakeholders.

**2. Accounts Receivable support for Victoria and Nanaimo**:

- Drafting and posting (where applicable) arrears letters for residents;
- Tracking all property A/R and updating Finance & RSCs on progress and/or who requires a 10 day NTT to be issued;
- Completing under $100 Yardi chargebacks & preparing chargeback documentation; and
- BC Hydro invoicing - verify unit is vacant and advise A/R to pay invoice.

**3. General Administration support**:

- Ensure accuracy of relevant information of each resident;
- Organize work requirements to meet multiple deadlines to legislative requirements;
- Provide general administrative support for RSCs and Finance;
- Notice preparation and delivery’;
- Conducts all Rent reviews; and
- Other administrative duties as assigned by the Controller.

**4. Vacant unit administrative support (move-in) - as required**:

- Complete notifications and forms for resident move-in process, enter in Yardi and other databases, and generate move in, confirmation letters;
- Assist Resident Services Coordinators in calculating monthly rental rates for new (on offer from BC Housing Waiting List) and existing (internal transfers and additions/deletions to households) residents obtaining required income, household and other supporting documentation and forwarding to Resident Services Coordinator(s) for approval; generate leases, ensuring accuracy of relevant information (e.g address, term of lease, rent) and forward to Resident Services Coordinator(s) for authorization; and
- Set up resident documentation complete with lease signing packages, keys and required documentation for Resident Services Coordinator(s).

**5. Finance**:

- Performs day-to-day accounts receivable transaction processing including:

- Receiving and verifying rental payments and other receivables;
- Clarifies and resolves discrepancies with accounts;
- Recording all changes to resident rent contributions;
- Notifying Finance and Resident Services department regarding outstanding accounts, preparing information on late rental payments and reporting monthly to Resident Services;
- Charging back residents for the cost of any repairs processing security deposits and maintaining an up
- to
- date reconciliation of security deposits including the most current interest rate calculations as determined by the Residential Tenancy Branch under the Residential Tenancy Act;
- Recording/entering all relevant data in the financial system;
- Preparing bank deposits;
- Maintaining accurate files and documentation in accordance with financial policies and accepted accounting practices;
- Billing contractors for services provided such as VIHA;
- Assisting with month-end processes, such as entering month end entries and various reports and account analyses; and
- Assist with reconciling day-to-day bank transactions, funding registries, and month-end statements.

**Requirements**:
**Qualifications (minimum Education and Experience requirements)**:
**_ Note:_**_ An equivalent combination of education and experience may be considered._

**Education**:

- Formal post-secondary training in accounting.
- Certificate or diploma in Office Administration or related post secondary qualification.

**Experience**:

- A minimum of 2 year related property management experience, preferably in a non-profit housing environment is an asset.
- A minimum of 2 years related accounting experience is an