Housing And Facilities Administrative Assistant

 

Description:

Qualifications:

1. Grade 12, plus completion of a program of up to one (1) year in secretarial training,

business or office administration.

2. Three (3) years recent related experience.

3. Or an equivalent combination of education, training and experience.

 

Job skills and abilities:

1. Advanced level of computer software knowledge and skill at using Microsoft Office
including Microsoft Word, Internet Explorer and Outlook.

2. Good understanding of issues related to non-profit housing and the Residential
Tenancy Act.

3. Demonstrated competency in written and verbal communication skills.

4. Excellent administrative and organizational skills

 

Responsibilities:

1. Screens and prioritizes incoming correspondence and other materials for staff

members.

2. Maintains tenant and housing information using spreadsheets and/or database

software for waitlists, applications, tenant information, etc.

3. Gathers necessary income documents from applicants and current tenants and

inputs income figures into the BC Housing Registry data base in consultation with the

Manager.

4. Organizes and conducts viewings of residential suites at the request of the Manager.

5. Assists with producing ad hoc reports from databases as required by the supervisor

by identifying and organizing the required information, compiling data, designing

format, and printing reports.

6. Assists with answering telephone and in-person inquiries; routes to appropriate staff

members as required. Responds to outside inquiries about housing services offered

by the organization. Sorts and distributes incoming mail and processes outgoing

mail; operates and troubleshoots a variety of office equipment such as computers,

printers, copiers and facsimile equipment.

7. Assists with word processing, data input and typing support such as correspondence,

meeting minutes, forms, and client information; drafts routine correspondence such

as thank you letters, tenant letters and internal memoranda.

8. Assists with arranging meetings, schedules appointments, makes travel

arrangements, and books rooms for meetings. Prepares agendas and takes minutes

at meetings as required.

9. Inputs work order requests into work order request system and assigns work orders to

Building Maintenance staff as directed by the Manager.

10. Assists tenants with filling out work orders and communicating with property manager

as necessary.

11. Performs other related duties as required.

 

Requirements:

1. Criminal Record Review.

2. Signed confidentiality form.

3. Approved reference check.

4. Access to a reliable vehicle is an asset, to travel between housing sites.