Administrative Assistant

**Company Background**

Operating 11 facilities including seniors’ lodges, apartment buildings, and an affordable family housing complex, Heartland Housing Foundation is known as a strong, collaborative organization and a leader in the social fabric of the region. At Heartland Housing Foundation we are committed to our culture of service and excellence as we continue to serve the people of our communities.

**Position Summary**

Supporting the Senior Administrative Assistant in providing administrative and customer service support to the managers, contractors, residents and visitors to the lodge. This position will be the primary point of contact of the lodge performing triage assistance to questions and concerns. The Administrative Assistant will perform general administrative tasks as assigned by the Senior Administrative Assistant or the site management team such as word and spreadsheet processing, data entry and reception

**Responsibilities**
- Reception_
- Act as the first point of contact between the organization and residents, families, stakeholders, contractors, etc., either in person or by telephone
- Greet individuals, answer questions as appropriate, provide directions, etc., while ensuring that personal and/or confidential information is not disclosed inappropriately (in accordance with FOIP legislation)
- Send outgoing agency mail, courier deliveries and fax communications as requested by staff
- Ensure that the reception area is well maintained, clean and presentable, and that pamphlets, brochures and other resource materials and forms are available and presented appropriately
- Maintain the guest registration (sign in/sign out) book
- General Administrative Support_
- Provide administrative support to the site management by assisting with preparing general correspondence, forms, letters, notices, posters, presentations, newsletters, meeting agendas, meeting minutes, weekly, monthly and/or quarterly statistical information ensuring accuracy of content, grammar and HHF brand guidelines
- Assist with the coordination and planning of special events and building tours including updating the calendars, room bookings, developing promotional materials and informing the necessary support staff required for the event (kitchen, food service, maintenance, recreation)
- Assist with the maintenance of the YARDI property management database system by inputting various data such as waitlist applicants, maintenance work orders, resident records, rent receivables and other information
- Maintain document control and filing policies are adhered to for both electronic and hard copy filing systems
- Troubleshoot or follow up on problems with office computers, security cameras, telephone and intercom systems, and/or monitor the emergency pendant system
- Accurately receive and process payments for rent, phone bills, meal tickets, bus transportation, etc.
- Maintain office supplies, including stocking supply room cabinets/shelves when supplies are delivered and ensuring that necessary supplies are available when needed
- Health, Safety and Environmental Stewardship_
- Participate and contribute to the success of the overall safety program
- Support and abide by all safety management systems and promote a safety culture throughout the organization
- Maintain a clean, sanitary and tidy work area at all times
- Respond to emergency situations as they arise providing appropriate follow-up and documentation as required
- Adhere to all manufacturer guidelines and safe work practices when using equipment
- Use Personal Protective Equipment and follow universal precautions
- Participate in worksite inspections, health & safety meetings and committees as required
- Contribute to the organization’s commitment to improving its impact on the environment through day-to-day operations and seeking innovative ways to be a greener organization

Undertake the performance of other assigned duties as required

**Requirements**:

- Post-secondary education in a secretarial, customer service or other related field is required
- One (1) year of previous administrative support, customer service and/or property management related experience is required
- Completion of a current and acceptable criminal record check for the vulnerable sector as required by the Protection for Persons in Care Act and the Accommodation Standards and Licensing Act is mandatory
- Working knowledge of Microsoft Office is required
- Experience working within the YARDI system or other property management software is an asset
- CPR certification is preferred

**Hours**
- Wednesday to Saturday; 23 hours per week; 4 shifts per week
- Wednesday 1:00pm - 6:00pm
- Thursday 1:00pm - 6:00pm
- Friday 1:00pm - 6:00pm
- Saturday 9:00am - 5:30pm

**Application Process**

**Job Type**: Part-time

**Salary**: From $21.78 per hour

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP