Property Portfolio Administrator

JOB GOAL:

Reporting to the Tenant Relations Manager, the Property Portfolio Administrator plays a central role in shaping a positive resident experience, acts as a coordinator and engages with residents and works collaboratively with team members and internal and external stakeholders to lead resident management related job tasks to completion.

PERFORMANCE RESPONSIBILITIES:

In the performance of these responsibilities, the Property Portfolio Administrator is accountable for:

• Documents and updates all internal tenant management systems:

o scanning and uploading documents in YARDI

§ Changes to tenancy occupancy

§ Rental amount

§ Letters

§ Annual Income Review documents

§ Incident Reports

• Maintains up to date tenant files and ensures they contain all pertinent documentation per BCIHS policy and operating agreements held with the funder.
• Coordinates with Property Manager and Building Manager in ensuring vacant suites target date of occupancy are met and suites are move in ready.

o Suites must not be vacant over the span of over 3 months if not extremely damaged.

• Prepares tenancy agreement for selected potential tenants in a timely manner and ensures Property Managers have all documentation required for tenant sign up.

o Coordinate with Property Manager regarding the occupancy date and send the selected applicant or support worker a welcome/offer letter outlining all payables: Security Deposit, Fob Deposit, Laundry Card Deposit and rent amount calculated by AR Specialist - Tenants services.

§ If applicant is receiving ministry assistance; provide shelter information to the applicant and/or Ministry Office

o Ensure all payables are paid before scheduling Tenancy Agreement with Property Manager

o Upon settlement of payables, the following are prepared for completion and signing:

§ Tenancy Agreement

§ BC Housing TRC/Subsidy Form

§ Fobs, Suite and Mail Key, Laundry Card

§ Move In Condition Inspection Report (Coordinate and schedule with Property Manager and Building Manager)

• Upload and print photos of the vacant suite forwarded by Property Manager/Building Manager to attach in the Condition Inspection Report for Tenant's signature.
• Meet with walk in tenants to discuss any tenant - landlord related issues, such as:

o Non-payment of arrears

o Fob, keys, or laundry card lost and replacements.

o Annual Income Reviews noncompliance

o Incident reports

• Updates BC Housing Registry and Connections and ensures it syncs with system information.

o Annual Income Reviews

o Move Ins

o Move Outs

• Pest Management communication and documentation

o When treatments are completed, service reports are received from Treatment Service company and depending on the report, the following are written to the Tenants:

o Refusal and/or Follow up Treatment with Recommendation, Notice of Entry and Preparation sheet.

o Recommendation Letter

o Warning Letter - poor sanitation or unpreparedness

o Connect with Tenant Relations Manager if tenant is unable to prepare or have struggles with preparing for the treatment.

• Prepares Notices to End Tenancy for Property Manager's signature.
• Prepares required documentation for dispute resolution process.

o Create RTB file folder in tenant's folder containing all necessary documents/evidence.

• Connect and collaborate with different organizations for funding arrears and chargeback reconciliation and housing applicants pooling.
• Send chargeback letters.
• Responsible for the dispense and collection of fobs, laundry cards, key requests, and fees.

QUALIFICATIONS:

Education & Training

• Diploma or degree in office administration or equivalent program
• 2+ years of related experience in property administration or a combination of education, training, and experience

Experience

• Property Management Administration Experience
• Working with non-profits, social and affordable housing organizations
• Communicating clearly and effectively, verbally and in writing
• Proven record in providing exceptional face-to-face and telephone client service.
• Experience working in a team environment as well as independently.

Knowledge, Skills & Abilities

• Ability to work effectively with all staff and management.
• Ability to handle sensitive information confidentially.
• Ability to handle and prioritize multiple tasks and deadlines.
• Able to take ownership and lead resident management related job tasks to completion.
• Excellent knowledge and use of Microsoft Suite
• Excellent time management skills
• Familiarity with the issues facing Indigenous and marginalized people
• Knowledge of Indigenous peoples and culture

Diversity and Inclusion Statement:

BCIHS aims to provide an inclusive workplace that leverages diversity, ensuring that everyone feels valued, safe, respected, and empowered to grow. In keeping with our organizational Vision and Mission, we encourage applications from candidates of Indigenous ancestry who possess a strong understanding of Indigenous culture, practices, and the impacts of historical injustices.

This is a full-time position (37.5 hours per week). Flexibility with hours may be required to meet operational deadlines. The successful candidate will be enrolled in our excellent Extended Health and Dental plan as well as the Municipal Pension Plan after successful completion of their probationary period.

Please note that while we would like to connect with all applicants for this position, only those chosen for interview will be contacted. Do not contact the office directly.

Job Type: Full-time

Pay: $50,000.00-$54,000.00 per year

Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Vancouver, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Do you identify as Indigenous or Metis in Canada?

Experience:

• property administrative: 2 years (required)

Work Location: In person