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About the Role
The Administrator performs administrative and organizational duties to ensure the efficient and effective operation of the Property Services team. This role serves as a key contact for building repair inquiries and supports the overall management of Property Services.
Responsibilities
- Communicate effectively with tenants, staff, and contractors.
- Provide reliable, accurate, and timely information to Property Services Coordinators and Managers.
- Prepare daily notices of Property Services workers' attendance.
- Prepare daily Emergency Response reports.
- Create and distribute tenant notices and letters.
- Coordinate team meetings and take minutes.
- Provide receptionist relief, including greeting visitors, answering phones, managing mail, and processing rent payments.
- Maintain schedules, files, and records of maintenance activities.
- Maintain an up-to-date list of qualified contractors.
- Maintain inventories of department supplies and PPE.
- Update and manage the on-call schedule.
- Track and compile statistics and prepare reports.
- Archive department documents.
- Document and report significant problems or events to management.
- Stay informed about relevant legislation.
- Keep the Director of Property Services informed of relevant issues.
- Receive, process, and reconcile invoices.
- Process credit card statements and manage petty cash funds.
- Verify received supplies against purchase orders and invoices.
- Create work orders in Yardi and confirm with tenants.
- Assist Coordinators in monitoring the Yardi Work Order Dispatch Board.
- Create Purchase Orders for maintenance and cleaning.
- Monitor scheduled maintenance and assist in scheduling contractors.
- Schedule pest control treatments and prepare reports.
- Monitor electronic access systems and maintain key systems.
- Provide keys and fobs to tenants, staff, and contractors.
- Monitor fob systems and security cameras.
- Maintain lists of master keys and alarm codes.
- Assist in Joint Health and Safety Committee activities.
- Respond to tenant/member requests and provide assistance.
- Provide information to the Member Employment Facilitator.
- Generate maintenance educational materials.
- Notify managers of issues requiring resolution.
Requirements
- 2-3 years' proven administrative and property services experience, preferably in a non-profit environment.
- College diploma or commensurate experience is required.
- Basic understanding of residential property maintenance and building systems.
- Strong organizational skills, knowledge of accounting processes and procedures, accurate data entry skills, and attention to detail.
- Ability to maintain records, schedule priorities, and see work through to completion.
- Proficiency in MS Office, particularly Excel, Word, and Outlook.
- Experience with Yardi Voyager or similar property management software.
- Strong verbal and written communication skills.
- Knowledgeable of life safety systems, fire code, building code, Residential Tenancies Act, and Occupational Health & Safety Act.
- Strong interpersonal and customer service skills.
- Regular, reliable attendance during business hours, Monday to Friday.
- Experience working with marginalized individuals living with mental illness and/or addictions.
- A high degree of initiative and the ability to work independently with given direction and instruction.
- Ability to work safely, including knowledge of workplace hazardous materials and WHMIS regulations.
- Initiative and trustworthiness to work diligently and safely.
- Sensitivity to vulnerable tenants in supportive housing.
- A successful police record check is required.
Skills
- Active listening
- Problem-solving
- Communication (verbal and written)
- Organizational skills
- Administrative skills
- MS Office (Excel, Word, Outlook)
- Yardi Voyager or similar property management software
- Customer service
- Interpersonal skills
- Attention to detail
- Record keeping
- Scheduling
- Initiative
- Work ethic
- Workplace hazardous materials knowledge
- WHMIS regulations
Location
- Neighbours locations
Work Type
- Full-time
- 35 hours per week
- Work evenings and weekends as required
Experience Level
- 2-3 years' experience
Education Level
- College diploma or commensurate experience
Salary/Compensations
- Hiring rate: 25.54
About the Company
- Neighbours Community Homes is an organization that may use AI-based tools to assist in screening and assessing applicants.