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Careers

Greater Victoria Housing Society is growing, and we are looking for people who value compassion and diversity to join our team.

We are committed to continuing to explore the importance of equity and its applications in the workplace.

Our team is made up of many wonderful diverse people, united by an understanding of the importance of providing housing to those who need it.

The Organization

Greater Victoria Housing Society is an award-winning registered charity and not for profit organization dedicated to providing high quality, secure and affordable rental housing for low to moderate income households. Known for excellent service, we contribute to healthy, thriving, and livable communities.

Purpose of the Position

Reporting to the Manager of Housing, the Administrative Assistant – Housing is clerical support and acts as a primary customer service agent for the Society. The Administrative Assistant – Housing will support the Manager of Housing and the Housing Department with clerical and general administrative duties in support of our vision of a world where everyone has a place to call home. This is a full-time, term position. 

Job Description

Location: Victoria, British Columbia

Department: Tenant Relations

Employment Type: Full-Time, 6 Month Term

Minimum Experience: Entry Level

Compensation: $26.42 per hour + Benefits (35 hour work week)

Duties and Responsibilities

  • Create and maintain tenant applicant contact list.  
  • Assist with sending out application forms, corresponding with applicants. 
  • Assist with administration supporting the rent up of new to GVHS assets including but not limited to: preparing folders, tenant welcome bags and tenancy sign up documents. 
  • May process tenancy file after sign-up including database entry, term and EFT set up. 
  • Support the Housing Department in maintaining complete, accurate files and supporting documents for each tenancy. 
  • Assists the Housing Coordinators with sign-ups of new tenants by inputting information in databases. 
  • Tracks and follows up with tenant regarding tenant insurance and security deposit per GVHS requirements. 
  • Schedule and track move in day/time on caretaker spreadsheet in collaboration with the Operations department. 
  • Post advertisements to recruit prospective tenants. 
  • Update Arcori (including but not limited to setting up accounts, entering terms and EFT information) and inform Finance and Operations staff as required. 
  • Performs general administrative and clerical duties for the Manager of Housing and the Housing Department. 
  • May prepare Application for Rent Review forms and instructions. 
  • Provides support to the Housing team with annual rent reviews. 
  • Provides support to the Housing Team with Annual Rent Increases. 
  • Ensures that the Finance Department receives any changes to term or rent in a timely manner. 
  • Supports the Housing Department in maintaining complete, accurate files and supporting documents for each tenancy. 
  • Assists the Housing Coordinators with sign-ups of new tenants by inputting information in databases. 
  • Prepares folders, tenant welcome bags and tenancy sign up documents. 
  • Post Advertisements to recruit prospective tenants. 
  • Other related duties as needed. 

Core Competencies

  • Flexibility 
  • Collaboration 
  • Effective Communication 
  • Commitment 
  • Empathy 
  • Attention to Detail 
  • Reliability 
  • Resiliency 

Knowledge, Skills and Abilities

  • General practical knowledge of office administration procedures and processes, including skills using office computer programs such as Outlook, Word and Excel. 
  • Excellent attention to detail in collecting and reporting and entering data. 
  • Ability to manage tasks, time and priorities to handle a number of different issues in a responsive and timely manner. 
  • Excellent interpersonal skills, including being empathetic to clients and working through situations with others who are under stress, either in person or on the phone, maintaining respect, professionalism and confidentiality at all times. 
  • Effective communications skills both verbally and in writing 
  • Demonstrated ability to be resourceful, to be able to learn and apply details of multiple housing program policies, Tenancy Agreements, and other guidelines.  
  • Ability to co-operate across GVHS departments supporting the onboarding of new tenants. 
  • Ability to co-operate with other agencies supporting our applicants and tenants. 
  • Ability to work collaboratively with co-workers 

Education and Experience

  • High school graduation or equivalent combination of schooling and experience. 
  • Prefer a minimum of 2 years clerical/administrative experience in an office setting. 
  • Experience in multi-residential property management an asset. 
  • Customer service experience an asset 

Working Conditions

  • Union Membership: CUPE Local 1978 
  • Hours of Work as provided in the Collective Agreement. 
  • Submit to Criminal Record check. 
  • Office environment – Business Casual Dress Code 

How To Apply

Please review the full job description before applying and be sure to tell us how you meet our requirements. The link to apply can be found: here

The Organization

Greater Victoria Housing Society is an award-winning registered charity and not for profit organization dedicated to providing high quality, secure and affordable rental housing for low to moderate income households. Known for excellent service, we contribute to healthy, thriving, and livable communities.

Purpose of the Position

Reporting to the Executive Director (ED) and the Manager of Tenant and Community Relations (MTCR), the Administrative Assistant – Tenant Relations is a primary customer service agent for the Society. Supporting the strategic goal of meeting diverse tenant needs for high-quality, secure, affordable rental housing, the Administrative Assistant – Tenant Relations assists and supports the MTCR and the ED and the Society in reception and administrative duties.

Job Description

Location: Victoria, British Columbia

Department: Tenant Relations

Employment Type: Full-Time

Minimum Experience: Entry Level

Compensation: $26.42 per hour + Benefits (35 hour work week)

Duties and Responsibilities

  • Acts as first point of contact for tenants and guests by greeting walk-ins to the head office, setting a high standard for customer service and client-focused outcomes.
  • Provides service referral handouts and community service recommendations to tenants and members of the public
  • Assists in engagement initiatives for Tenant Relations Department and Executive Director.
  • Liaises with Property Operations Department for signage/document distribution and contractor key sign in/out.
  • Records Headquarters staff fieldwork destinations and durations (check in/outs).
  • Gathers information for incident reports – phone calls and emails to tenants.
  • Monitors the Tenant Relations email, follow up on inquiries and incident reports and redirect or respond as needed.
  • Updates (weekly) the digital information screens content through online platform to be displayed at rental buildings
  • Sends acknowledgement letters and emails within a 3-day period of receiving communication from tenants
  • Acts as back-up for taking all regular and registered mail to mailbox/post office, including preparing and filing receipts.
  • Opens and date-stamps incoming mail; distribute to appropriate personnel
  • Drafts letters for Tenant Relations based on existing templates
  • Performs paper and digital filing, scanning and copying
  • Acts as backup administrative support in collection of arbitration documents and evidence, tracking files, incident reports and hearings, and responding to time-sensitive deadlines for the Residential Tenancy Branch.
  • Participates in RTB hearings as required.
  • Receives rent payments, ensures cheques are correctly filled out and/or cash amounts are correct, and issues receipts.
  • Provides project support to the MTCR, Director of Property Management, and Executive Director as requested.
  • Completes minutes/information collation for Executive Director.
  • Organizes calendar and meetings for Executive Director.
  • Monitors incoming voicemail and direct to the appropriate department.
  • Occasional acts as backup field work support with Tenant Relations team.
  • Performs other duties as required.

Core Competencies

  • Flexibility
  • Collaboration
  • Effective Communication
  • Commitment
  • Empathy
  • Attention to Detail
  • Reliability
  • Resiliency
  • Teamwork

Knowledge, Skills and Abilities

  • General practical knowledge of office administration procedures and processes.
  • Computer skills including proficient knowledge of Windows, Outlook, calendaring, internet-based programs, social media, word processing, and spreadsheet software.
  • Excellent attention to detail in collecting and entering data.
  • Ability to manage tasks, time and priorities to handle multiple different issues in a responsive and timely manner.
  • Excellent interpersonal and communication skills, including being empathetic to clients and working through situations with others under stress, either in person or on the phone.
  • Ability to problem solve with individuals who are under stress, either in person or on the phone.
  • Ability to maintain respect, confidentiality, and professionalism with sensitive client information and in all client, departmental, and community interactions
  • Ability to be objective regarding individuals experiencing hardship.
  • Demonstrated ability to be resourceful, to be able to learn and apply details of multiple housing program policies, Tenancy Agreements, and other guidelines.
  • Ability to co-operate with other agencies supporting our applicants and tenants.
  • Strong critical thinking and conflict resolution skills.
  • Ability to evaluate a situation and escalate as required.
  • Ability to remain calm and de-escalate stressful situations.

Education and Experience

  • High school graduation or equivalent amount of education/experience.
  • 2 years administrative experience preferred
  • Customer service experience and experience dealing with challenging clients an asset.
  • Experience working in Property Management considered an asset

Working Conditions

  • Union Membership: CUPE Local 1978
  • Hours of Work as provided in the Collective Agreement.
  • Submit to Criminal Record check.
  • Office environment – Business Casual Dress Code

How To Apply

Please review the full job description before applying and be sure to tell us how you meet our requirements. The link to apply can be found: here

The Organization

Greater Victoria Housing Society is an award-winning registered charity and not for profit organization dedicated to providing high quality, secure and affordable rental housing for low to moderate income households. Known for excellent service, we contribute to healthy, thriving, and livable communities.

Purpose of the Position

Reporting to the Manager of Daily Operations and supporting the Manager of Capital Assets, the Lead Maintenance position acts as a senior member of the maintenance team and is responsible for ensuring GVHS assets are safe, accessible, sustainable, and maintained at a high quality. The Lead Maintenance position is charged with quality assurance of Suite Turnovers and overseeing and participating in maintaining in good working order, through repair or replacement, the physical assets of each building managed by the Society. The Lead Maintenance position ensures that GVHS remains a desirable, inclusive and equitable employer, leads employee engagement and supports the GVHS mission of managing quality rental homes and contributing to thriving communities.

Job Description

Location: Victoria, British Columbia

Department: Daily Operations

Employment Type: Full-Time

Minimum Experience: Experienced

Compensation: $34.06 per hour + Benefits (35 hour work week)

Duties and Responsibilities

Staff

  • Holds regular team meetings with field staff.
  • Participates in regular meetings with the Manager of Daily Operations and Manager of Capital Assets to review and implement operational priorities.
  • Sets a high standard of customer service, providing mentorship, guidance, and training to employees to ensure a high level of employee knowledge, competency, support, and engagement.
  • Promotes teamwork and a healthy work environment.
  • Mentors, trains, orients and ensures compliance of staff in following GVHS and WorkSafeBC policies and procedures.
  • Participates as member of the Occupational Health and Safety committee.
  • Leads in staff orientation and team building events.
  • Provides feedback with an eye to continuous improvement.
  • Ensures all practices and procedures are aligned with our strategic priorities to create inclusive, diverse, and equitable communities and workplaces. And ensures implementation of same.
  • Assists in department planning and development of processes and procedures.
  • Practices inclusive teamwork and leadership.
  • May act as Manager of Daily Operations/Manager of Capital Assets in their absence.

 

Building Maintenance

  • Responsible for ensuring that scheduled Property Maintenance events (including but not limited to boiler flushes, filter changes, HVAC sediment filters changes etc.) are completed on time.
  • Paints suites, common hallways, doors, frames, trim, lounges, guest rooms, exterior repainting of fences, garden sheds, concrete walls, and parking lot lines.
  • Replaces electrical receptacles; ballasts; switches; fans; electrical fixtures; baseboard heaters/thermostats; breakers and smoke alarms.
  • Replaces and repairs plumbing fixtures and hardware; including toilets, sinks, tubs, and basins, caulking, water lines under two inches in diameter and all sanitary and storm piping.
  • Repairs wall board, sliding doors and window rollers, weather stripping, trim repair and adjusts door closers, window and door locks and hand and balcony rails.
  • Installs cabinetry/countertops and performs other carpentry duties as required.
  • Cleans and repairs roof and gutters, flashing, and does emergency patching and any other associated maintenance.
  • Repairs fencing, and carries out routine maintenance on equipment, parking lot maintenance and cement repairs.
  • Assists as required with annual suite/building inspections and ensures follow ups are completed in a timely manner.
  • Meets contractors and overseas contractor work at Society buildings.
  • Participates in the commissioning of new to GVHS Capital Assets and leads training on new buildings, building technologies and systems.
  • Completes Suite Turn-Over inspections on notification of tenant vacating a suite.
  • Reviews open Work Orders to close or comment as appropriate ensuring they are tracked, completed to GVHS standards and closed in a timely manner.
  • Liaises with contractors.
  • Assists with Capital Renewal projects, including liaising with contractors.

 

Administration

  • Purchases materials and supplies needed for repairs by using established accounts.
  • Works with Senior Caretaker to ensure staff are maintaining an appropriate level of supplies on hand and jobs are completed efficiently.
  • Completes records to account for materials and labour used on projects.
  • Completes Work Orders and Service Requests per the Society’s policies and holds responsibility for ensuring staff are completing Work Orders and Service Requests per Society procedures.
  • May be required to provide holiday and sick coverage for Caretakers, performing duties as noted in the Caretaker Position Description.
  • Responds to emergencies as required.
  • Participates as part of the on-call rotation.
  • Other related duties as required.

Core Competencies

  • Flexibility
  • Collaboration
  • Effective Communication
  • Commitment
  • Empathy
  • Attention to Detail
  • Reliability
  • Resiliency
  • Teamwork
  • Inclusivity

Knowledge, Skills and Abilities

  • Demonstrated excellent interpersonal skills.
  • Excellent communication skills: clear and concise manner in writing and verbally, with a focus on customer service and inclusion.
  • Demonstrated ability to develop, coach, guide staff and build equitable and diverse collaborative teams.
  • Demonstrated ability to establish and maintain positive working relationships with others both internally and externally.
  • Proven record of reliability, flexibility and creativity.
  • Ability to use standardized software packages, including word processing, spreadsheets, presentations, and industry related software
  • Ability to break down complex processes into measurable tasks.
  • Ability to keep accurate records and complete standardized forms.
  • The ability to prioritize and manage various issues at a time while maintaining safety, efficiency and accountability.
  • Ability to identify and mitigate potential safety issues on the job.
  • Knowledge building systems including (but not limited to) regular maintenance and emergency operations for electrical systems, boilers, fire panels, mechanical systems, emergency back-up generators, sprinklers, and timer systems.
  • General skills in painting, plumbing, carpentry, electrical, irrigation, roofing, concrete, and basic metal work.
  • Ability to independently lift and move up to fifty-five (55) pounds frequently, to relocate equipment, furniture, appliances and plumbing fixtures (i.e. toilets etc.) as needed to perform maintenance.
  • Knowledge of building preventative maintenance processes and procedures.
  • Strong problem-solving abilities.
  • Ability to stand for long periods of time.

Education and Experience

  • Diplomas or certificates in building systems/technology an asset.
  • Experience in construction or building maintenance, preferably in multi-residential housing units.
  • Experience in the following skills: painting, plumbing, carpentry, electrical, irrigation, roofing, concrete, and basic metal work.
  • Experience working with clients, customers, and the public.
  • Experience managing coaching, developing staff and leading diverse teams.
  • Experience orienting new staff and developing procedures to successfully onboard new staff.
  • Experience managing or participating in large projects an asset (i.e. envelope repair, boiler replacement, roof replacement)
  • Experience using technology, including maintenance software, the internet, email, and mobile communication devices.
  • Experience documenting and managing performance considered an asset.
  • Experience leading difficult conversations.
  • Experience building trust and enabling teamwork

Working Conditions

  • Union Membership: CUPE Local 1978.
  • Hours of Work as provided in the Collective Agreement.
  • On-Call rotation for afterhours emergency as per Collective Agreement
  • Provides own suitable vehicle and tools (see Appendix A); vehicle mileage allowance and tool allowance provided.
  • Successful completion of a Criminal Record Check.
  • Outdoor work environment – Field Dress Code

 

APPENDIX “A”

Minimum Tool List Requirement for Lead Maintenance

  • Adjustable wrenches 6” – 10”
  • Claw Hammer 16 oz
  • Hack Saw and Blades
  • Screw driver Set
  • Set Hex Keys short
  • Combination Steel Square
  • Pliers 6”
  • Pliers Channel Lock (water pump) 10” or longer
  • Set Wrenches Open end/Box end ¼”- 1-1/8”
  • Flashlight
  • Measuring Tape 12’
  • Wood Plane 6”-9”
  • Wood Chisel 1”
  • Pipe Wrench 10”
  • Hand Saw Fine Cut
  • Drill Battery Powered 3/8
  • Set Twist Drill Bits up to ½ “
  • Drywall Tools, Putty Knives up to 12”, Mud Holders
  • Tool box

Note: These tools are to be provided by the incumbent in the Lead Maintenance position upon commencing in the role. It is expected that tools used in performing work will be maintained in proper working condition over the course of employment.

How To Apply

Please review the full job description before applying and be sure to tell us how you meet our requirements. The link to apply can be found: here

 

Our Culture

Greater Victoria Housing Society is a registered charity and non-profit organization dedicated to providing affordable rental housing for low to moderate-income households. As an equal-opportunity employer, we are committed to creating a diverse workplace to represent the population we serve and to better meet the needs of our tenants. Consider joining our team and being part of an innovative, inclusive and rewarding workplace.

The employees of Greater Victoria Housing Society are represented by CUPE Local 1978. For details on policy and compensation, view our latest collective agreement.