Property Portfolio Assistant

Position Overview

We are currently looking to fill temporary full-time position for a Property Portfolio Assistant at New Vista Society located in Burnaby, BC. The PPA assists with the initial set-up of tenant records with accurate documented rents, subsidies, services and the ongoing maintenance of files using established protocols, systems and databases. The incumbent analyzes and interprets tenant and housing records to ensure accuracy and initiates corrective action when necessary. The PPA may be required to complete tenancy interviews and sign-ups in the absence or in conjunction with the PPM.

Duties:

Provides administrative support to the Property Portfolio Manager (PPM):

• Reviews and interprets tenant information to ensure accuracy and compliance regarding tenancy accounts, family composition, Declaration of Income and Assets, etc.
• Prepares accurate rent calculations, subsidies, adjustments and annual reviews by analyzing and interpreting documents and initiating investigations when required.
• Schedules and maintains appropriate follow-up methods to ensure operational procedures are completed in a timely and accurate manner, and initiates corrective action as required.
• Organizes and maintains a schedule of site inspections, suite inspections, market housing portfolio appraisals and rent reviews.
• Initiates and maintains appropriate processes regarding tenant accounts including but is not limited to payments, arrears, annual rent review, NSF payments, etc.
• Completes tenant interviews and sign-ups in the absence or in conjunction with the PPM.
• Initiates and maintains the appropriate systems and documentation to ensure tenants receive services in a timely manner.
• Screens applicants and performs credit checks and landlord references. Contacts applicants with offers, explains details programs and arranges for viewing of unit.
• Maintains follow up file for offers, confirms tenancy and updates computer system.
• Builds and maintains good tenant relationships; Responds to routine calls and inquiries from tenants.
• Collect tenant rent, security deposits, processes NSF and returned PAD reports.
• Print arrears reports and completes notices to end tenancy for submission to PPMs.
• Ensures follow-up and compliance on short term rent adjustments expiries.
• Prepares and processes adjustments and corrections to tenancy rent accounts.
• Assist in identifying over-housed situations and works with PPM to ensure transfer requests are completed or notice to end tenancies are served.
• Provides accurate information relating to qualifications for housing and allocation of vacancies per BC Housing policies and procedures.
• Drafts various forms of correspondence, including documents, templates, letters and reports, and distribution of notices to tenants.
• Maintains and updates data in spreadsheets, databases and Arcori.
• Maintains tenant and society files for assigned PPMs and maintains New Vista Society’s standard filing system.
• Provides other general administrative support, such as arranging meetings, preparing agendas, photocopying, faxing, etc.; answering telephone, enterphone and directing walk-ins; Collect, process and distribute mail on a daily basis.
• Organize and order stationary supplies as required. Arrange for the repair of office equipment.
• Attend and participate in committee meetings and teams as required. Prepare agendas and minutes for housing service meetings.
• Prepare, process and match purchase orders to invoices, as required.

Education, Training, and Experience:

• Grade 12 plus completion of several post-secondary courses in a relevant field such as business or program administration.
• Two years’ experience related to property management.
• Working knowledge of the Residential Tenancy Act and other relevant legislation.
• Working knowledge of BC Housing Management Commission housing programs.
• Possess good organizational and problem solving skills, have intermediate MS office skills and working knowledge of business based software programs.

Qualifications:

• Proficient with computer applications, including MS Office (Word, Outlook, Excel).
• Good keyboarding skills with minimum of 50 wpm keyboard speed.
• Strong mathematical and analytical skills.
• Excellent communication, teamwork and interpersonal skills.
• Ability to manage files and organize confidential documentation.
• Ability to handle sensitive situations and difficult conversations.
• Ability to work efficiently, independently and within a team.
• Ability to work in a fast paced and frequently changing environment.
• Ability to investigate and solve problems creatively and within established regulations.
• Ability to take initiative and work independently with limited supervision.
• Ability to be highly organized managing multiple responsibilities while ensuring accuracy and timely completion of each assigned task.
• Ability to interpret financial documents received from tenants accurately.
• Ability to exercise good judgement.

Successful applicants are required to complete a Criminal Records Review Check.