The Organization
Greater Victoria Housing Society is a registered charity and non-profit organization dedicated to providing affordable rental housing for low to moderate income households.
Purpose of the Position
Reporting directly to the Director of Finance, the Finance Coordinator – Receivables is responsible for providing financial and administrative services. The Finance Coordinator – Receivables is primarily responsibility for posting and monitoring receivables and maintaining tenant records related to rent and fees.
Job Description
Location: Victoria, British Columbia
Department: Head Office
Employment Type: Full-Time
Minimum Experience: Mid-level
Compensation: $27.36/hr
Duties and Responsibilities
Rents
- Post all rents and fees collected from tenants.
- Analyze charges and account credits monthly.
- Track tenant anniversaries, confirming annual rent increases for market units.
- Track rent arrears and prepare appropriate correspondence to send to tenants.
- Manage Notices to End tenancy process including, notifying appropriate staff/departments and tracking progress of required documentation, monetary orders and arbitration hearings.
- Post the results of the annual review of subsidized tenants’ incomes and market units to update the next year’s rental payment terms for tenants.
Receivables
- Prepare and complete bank deposits (manual and electronic)
- Prepare invoices for tenant charges (late rent, extra keys, after hours call outs) and all other payments to the Society, including those related to development activity.
- Monitor and track other revenues to ensure accurate payments are received as provided in contracts (meeting rooms, commercial rents, WCB payments etc.).
- Verify that transactions comply with financial policies and procedures.
- Work with Property Operations to ensure insurance claims are processed.
Core Competencies
- Flexibility
- Collaboration
- Effective Communication
- Commitment
- Empathy
- Attention to Detail
- Reliability
- Resiliency
Knowledge, Skills and Abilities
- Knowledge of office administration and bookkeeping procedures.
- Excellent interpersonal skills.
- Analytical and problem-solving skills.
- Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs and email at a highly proficient level.
- Ability to maintain a high level of accuracy in preparing and entering financial information.
- Confidentiality concerning financial files & tenant privacy.
Education and Experience
- High School graduation or an equivalent combination of training and experience
- Experience with accounts receivables in property management environment is preferred.
- Knowledge of or experience with Residential Tenancy Act is preferred.
- Experience with personal computers and computer-based applications, including accounting software.
- Experience preparing correspondence.
- Clerical experience in a property management setting is preferred.
- Customer service experience.
Working Conditions
- Union membership: CUPE Local 1978
- Hours of Work as provided in the Collective Agreement
- 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. Please apple here: https://gvhs.bamboohr.com/jobs/view.php?id=26&source=aWQ9MTE%3D
The Organization
Greater Victoria Housing Society is a registered charity and non-profit organization dedicated to providing affordable rental housing for low to moderate income households.
Purpose of the Position
Reporting directly to the Director of Property Operations, the Property Operations Coordinator is a senior administrative position which is a primary point of contact for field staff, contractors, and clients. This position also provides administrative support to property operations department staff.
Job Description
Location: Victoria, British Columbia
Department: Head Office
Employment Type: Full-Time
Minimum Experience: Mid-level
Compensation: 27.36/hr (2021 rates)
Duties and Responsibilities
- Perform administrative and clerical duties for the Property Operations Department by composing and distributing correspondence including but not limited to letters, memos, reports, office forms and notices.
- Prepare maintenance/caretaking schedule(s) including planning for emergency coverage.
- Monitor and follow-up with maintenance/building caretakers on service requests
- Issue and receive office paperwork (Excel, Ameresco, Arcori or as directed).
- Support the Manager of Capital Assets in updating the Asset Management Software by receiving and processing: invoices; reports and inspections; and documentation of repairs and replacements
- Produce reports as directed to track performance and customer satisfaction
- Assist the Operations Department in the application for grants and/or any other programs as directed.
- Maintain and monitor calendar of all scheduled regular maintenance (weekly, monthly and annually).
- Receive and confirm staff communications and locations for safety on behalf of the Operations Department
- Respond to tenant inquiries and requests for service (repair requests, laundry issues, general building concerns).
- Support the Operations Department with suite turnovers by ordering supplies, scheduling contractors and coordinating work with field staff.
- Maintain a record of all suite turnover activity by monitoring notes in Ameresco, sending reminders staff as required, and communicating status of turnovers.
- Produce monthly reports on tenant and suite turnovers.
- Maintain and monitor status of Service Requests.
- Assist in the maintaining of keys for all buildings including an inventory/record of who has keys, and purchases new keys as required.
- Respond to questions from tenants, contractors and staff regarding the status of work in a building/apartment.
- Maintain data records for all purchase orders required by field staff.
- Organize and create notices for building(s) and/or tenant(s) as required by operations.
- Act as back up for reception duties by answering phones, issuing Purchase Orders and greeting visitors.
- Scan and file all documents related to property operations.
- Take minutes of meetings held with property operations staff.
- Support operations in the field and perform other related duties as required.
Core Competencies
- Flexibility
- Collaboration
- Effective Communication
- Commitment
- Empathy
- Attention to Detail
- Reliability
- Resiliency
Knowledge, Skills and Abilities
- Computer skills including strong working knowledge of Windows, e-mail, Internet, word processing, and knowledge of spreadsheet software.
- Knowledge of regular building maintenance and caretaking duty requirements.
- Clear communication skills; both written and verbal
- Attention to detail with excellent accuracy, both written and numerical.
- Ability to set priorities and manage multiple tasks to meet deadlines.
- Ability to deal with a diverse client group.
- Ability to problem solve and manage conflict.
- Excellent telephone manner.
Education and Experience
- Completion of Grade 12 or equivalent.
- At least 2 years of work experience in an office environment, including word processing, email, spreadsheets and data bases.
- At least 3 years work experience in building maintenance, knowledge of basic trades, and residential caretaking practices.
- Experience working directly with the public.
Working Conditions
- Union Membership: CUPE Local 1978
- Hours of Work as provided in the Collective Agreement.
- 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. Please apply at https://gvhs.bamboohr.com/jobs/view.php?id=25&source=aWQ9MTE%3D
The Organization
Greater Victoria Housing Society is a registered charity and non-profit organization dedicated to providing affordable rental housing for low to moderate income households.
Purpose of the Position
Reporting to the Manager of Tenant Relations, the Administrative Assistant is a primary customer service agent for the Society. The Administrative Assistant assists and supports the Housing Department by performing administrative and clerical duties and being first point of contact for individuals that enter the office.
Job Description
Location
Victoria, British Columbia
Department
Head Office
Employment Type
Full-Time
Minimum Experience
Mid-level
Compensation
$22.23/hour
Duties and Responsibilities
- Greet persons entering the Society office, determine nature and purpose of visit, refer them to the appropriate staff person and/or direct or escort them to specific destinations.
- Monitor incoming voicemail and direct to the appropriate department.
- Receive rent payments, ensure cheques are correctly filled in or cash amounts are correct, and issue receipts as required.
- Open and date stamp incoming mail and distribute to the appropriate personnel
- Backup for ensuring all outgoing mail is deposited in a mailbox.
- Perform administrative and clerical duties for the Housing Department, Manager of Tenant Relations and Director of Property Management.
- Prepare, copy, and file correspondence or other material as directed by Manager of Tenant Relations or Director of Property Management.
- Manage and update the tenant database.
- Support Housing Coordinator(s) and Relocation Coordinator with follow up on receiving security deposits and tenant insurance documentation
- Support Housing Coordinator(s) with annual review of subsidized tenants’ incomes by completing the copying, mailing and filing of documentation and ensuring the Finance
- Department has up to date information on amounts and date of implementation.
- Support Housing Coordinator(s) with annual rent increases for non-subsidized tenants by completing the copying, mailing and filing of documentation and ensuring the Finance
- Department has up to date information on amounts and date of implementation.
- Forward information to the Finance Department when there are interim changes to rent based on changing circumstances of those living in Society Housing. August 2019
- Support the Housing Department in maintaining complete, accurate files and supporting documents for each tenancy, as well as all subsequent data entry related to rent subsidy applications.
- Organize “Tenant Welcome” initiatives and other programs as directed by the Manager of Tenant Relations.
- Other related duties.
Core Competencies
- Flexibility
- Collaboration
- Effective Communication
- Commitment
- Empathy
- Attention to Detail
- Reliability
- Resiliency
Knowledge, Skills and Abilities
- Knowledge of office administration practices and procedures
- Proficiency in typing.
- Computer skills including good knowledge of Windows, email, internet, word processing and basic knowledge of spreadsheet software
- Excellent attention to detail in collecting and entering data.
- Ability to manage tasks, time and priorities to handle a number of different issues in a responsive and timely manner.
- Exceptional interpersonal and communication 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 and confidentiality at all times.
- Ability to co-operate and collaborate with others.
Education and Experience
- High school graduation or equivalent.
- Two years of clerical/administrative experience
- Experience working directly with the public
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. Please apply at https://gvhs.bamboohr.com/jobs/view.php?id=27&source=aWQ9MTE%3D
