Property Services Coordinator

3 weeks ago

Victoria, Canada Pacifica Housing Full time
Description

Position Title: Property Services Coordinator

Competition: 24-52

Reports to: Manager of Maintenance

Union: BCGEU

Compensation: $27.39-$29.69/hour **after July 1st

Schedule: 8:30am-4:00pm, Monday-Friday (70 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.

Primary Objectives:

The property Services Coordinator works alongside the Maintenance team provides administrative support by:

  1. Providing excellent customer services to Pacifica Housing residents to ensure maintenance requests are processed according to the establish standards including:
  2. Ensuring documentation associated with move-outs are processed and documented as required
  3. Ensuring suite turns are processed according to the established standards
  4. Performing a variety of other administrative and clerical support functions

Key Responsibilities:

1.Providing excellent customer service to Pacifica Housing residents to ensure maintenance requests are processed according to the establish standards including:

  • Responding to emails and phone calls for maintenance requests from Pacifica residents and internal staff
  • reviewing, tracking, approving and prioritizing maintenance work requests;
  • issuing and tracking purchase orders;
  • coordinating daily scheduling of maintenance work orders
  • report to the Maintenance Manager regarding issues resolved, those needing attention, and those currently in progress;
  • receiving and directing incoming correspondence, invoices, work requests etc.;
  • tracking progress of maintenance activities and reporting related problems/issues to the Maintenance Manager; and
  • Providing access to contractors where required.

2.Ensures documentation associated with move-outs are processed as follows:

  • scheduling and tracking move-out inspections, ensuing necessary documentation is entered into the appropriate software;
  • tracking move-in inspections in collaboration with the Resident Services and Supportive Housing staff, and distributing relevant documentation to appropriate recipients;
  • Maintains electronic records (database) and other non-electronic files, service contracts, annual tasks, annual inspections and the maintenance technician work orders.

3.Ensures suite turns are processed according to established standards by :

  • monitoring and reporting on suite-turn schedule;
  • act as a back up for annual suite inspections;
  • provide quality assurance and inspection of all third-party suite turn work; and

4.Performs a variety of administrative and clerical support functions including:

  • maintaining cordial and cooperative relationships with all Pacifica Housing staff including Supportive Housing staff, contractors and with the residents of Pacifica Housing;
  • administrative duties such as filing, scanning, copying, the creation and posting of notices for entry, and the creation of purchase orders as required;
  • in the course of other duties conducting general maintenance observations & sending details to maintenance Zen Desk while keeping the Regional Manager advised;
  • maintaining filing systems in prescribed manner;
  • preparing and typing correspondence, letters and reports, ensuring timely response to inquiries and issues;
  • obtaining and reviewing quotes, making recommendations to the Maintenance Manager;
  • ordering supplies;
  • receiving and directing incoming correspondence, invoices, work requests etc.;
  • assisting with administrative overflow and special projects from other departments, as needed;
  • project monitoring and reporting.

Requirements

Qualifications (minimum Education and Experience requirements)

Note: An equivalent combination of education and experience may be considered.

Education:

  • Secondary school graduation
  • Training in related administrative duties – such as database management

Experience:

  • A minimum of 2-3 years’ experience in an administrative, office assistant, property management, or related role
  • Experience & proficiency in MS Office programs including Word, Outlook and Excel.
  • Experience using Yardi and Zendesk or other property management software would be a distinct asset.

Knowledge, Skills & Abilities:

  • Strong organizational ability, attention to detail, and time management skills.
  • High degree of accuracy when working with sensitive files.
  • Excellent communication and conflict resolution skills.
  • Proven ability to work effectively both independently and collaboratively with other stakeholders.
  • Knowledge of Yardi Property Management software considered an asset.
  • Knowledge of technical building systems considered a distinct asset.

Additional Criteria for Role:

  • Must have valid driver’s licence and access to a reliable vehicle with a minimum of $2 million liability ‘business class’ insurance.

Please note: While this position is posted externally concurrently, members within the collective bargaining unit will receive first consideration in this appointment.

Benefits

  • A mission driven and meaningful working environment.
  • Competitive salary from a Certified Living Wage Employer.
  • Minimum six (6) percent vacation accrual rate for all regular employees
  • Excellent benefits package for regular employees (includes extended health and dental, life insurance, and more).
  • Competitive BCGEU Pension Plan.
  • Employee assistance program.
  • Wellness time.
  • Career development and internal advancement opportunities.
  • Organization and individual training opportunities.
  • Robust team building and staff social events.
  • Dog friendly offices.

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.

Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, and diversability.

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