Tenant Relations Officer

**The Position**:
**Responsibilities**:

- Provides information to tenants about the organization, low-income housing options, and related guidelines.
- Ensure currently available services within the community to provide additional support and referrals as needed; provides additional assistance and care for individuals with special needs.
- Participates as a member of the selection committee for tenant placement (monthly); objectively assesses applicants based on availability/need against pre-established assessment criteria; records outcomes and distributes information to committee members as warranted.
- Upon request, shows housing units to prospective tenants.
- Completes thorough reference checking of potential tenants and, once selected, issues a formal letter; prepare lease agreements; calculates security deposit and rent and completes related forms.
- Provides new tenants with an explanation of their responsibilities; calculates new tenant rent by guidelines, obtains a security deposit (before the 20th of the month) and rent for the first month (by the move-in date); employment/income and contacts for emergencies are completed and documented accordingly; provides keys.
- Follows-up to ensure all leases in the area of responsibility are properly executed and that tenant policies and procedures are communicated, including preventative maintenance procedures and safety-related items.
- Conducts move-in inspections and documents the condition of the unit and associated items/details.
- Maintains tenant files and required checklists, lease agreements, and required file documentation including rent charges and adjustments, inspections, warnings, and all items associated with the move-in/move-out process.
- Enters all information into the internal database (Yardi), ensuring all tenant listings and associated details/information for each file are accurate and up-to-date.
- Performs home visits/inspections with tenant present (six weeks after initial move-in and a minimum of twice per year thereafter per unit) and periodic yard checks, pre-notifying tenants accordingly.
- Completes work orders (requests) and forwards to maintenance; conducts chargebacks to tenants as appropriate; follows up to ensure timely payments by the tenant.
- Monitors tenant compliance with policies, procedures; identifies and manages issues (e.g. additional people living in the unit, not on the lease; safety issues or problems, etc); provides coaching and information or forwards/escalates issues as appropriate.
- Maintains tenant transfer requests, puts forward recommendations as warranted, and follows through accordingly. List responsibilities.
- Ensures all payments are made on a timely basis; tracks, and takes timely and corrective action on arrears and administers collection policies to resolve delinquent situations (including making payment plans with tenants); attend related meetings to discuss and follows-up accordingly.
- Forwards a performance improvement plan and expectations as necessary; declines lease renewals and issues orders to vacate as necessary.
- Follows up on notices regarding termination of utility services to existing tenants.
- Prepares eviction notices as required; attends hearings on behalf of the corporation as necessary.
- Conducts and documents a move-out inspection for all units including vacant or abandoned units; enters information and checklist into the system and completes a final account summary and related charges/refund owing. Follows-up with Finance accordingly.
- Mediates complaints between tenants and others (e.g. neighbours).
- Identifies any safety and/or security-related issues and safeguards against any potential personal risk by following practical, sound actions and involving others as deemed required.
- Establishes good working relations with community-based services and agencies.
- Follows up with tenants on notices from the City of Saskatoon regarding by-law issues.
- Backs up the reception function for the organization; assists individuals or forwards as appropriate.
- Complies with confidentiality and privacy of information requirements.
- Perform other related duties as defined and assigned by the reporting Director or designate on an as-required basis.

**Education and Experience**:

- Must possess a minimum of a two-year diploma in a related field (e.g. social services, business, or related education).
- Two years of related experience, a combination of education and experience may be considered.
- Knowledge of and skill in the YARDI property management software system will be considered an asset.
- Knowledge of the Residential Tenancies Act (2006) will be considered an asset.
- Successful completion of the Accredited Residential Manager (ARM) course will be considered an asset.
- Experience working within a governance structure in a community development capacity with First Nations; familiarity with First Nations culture, history is considered an asset.

**Knowledge, Skills, and/or