Administrative Assistant

Good Shepherd Centres; Hamilton; On-site; CAD 35,000 - 41,000; Full time

Benefits offered by this job

Team support

Education & development

Employee Assistance Program

Positive atmosphere

HOPE

Extended health benefits

Job summary

Good Shepherd Centres is seeking an Administrative Assistant to support the Housing Department in Hamilton, Ontario. The role focuses on property management coordination, tenant inquiries, file maintenance, and lease-related tasks within a compassionate, anti-racist framework.

You will report to the Director, Tenant and Housing Services and collaborate with Maintenance Managers to ensure timely, accurate records, move-in/out processes, and service coordination.

Qualifications

• Minimum 5 years' experience and/or training in a related area.
• Office Administration Diploma or equivalent qualification.
• Knowledge of the Housing Services Act (HSA) and Residential Tenancies Act (RTA), including RGI administration, landlord/tenant rights and responsibilities, notice procedures, and compliance requirements.
• Ability to interpret legislation and apply it accurately in rental administration and tenant relations.
• Excellent verbal and written communication, interpersonal, organizational, and problem-solving skills.
• Excellent computer skills, including Excel and Word; Arcori is an asset.
• Ability to adapt and work effectively in a fast-paced environment.
• Committed to anti-racist/anti-oppressive practice and the mission and values of Good Shepherd.

Responsibilities

• Coordinate property management routines and provide administrative support to Property and Maintenance Managers.
• Respond to tenant inquiries by phone and in person and participate in tenant meetings.
• Maintain housing and organizational files, reports, records, keys, and fob logs.
• Coordinate pest control activities, notices, follow-up, treatment recommendations, and monthly tracking reports.
• Liaise with tenants and service contractors as requested by Managers.
• Conduct unit turnover and annual inspections with Property/Maintenance Managers; coordinate repairs, maintenance, and work orders.
• Prepare lease signing packages and conduct lease signings in the absence of the Property Manager.
• Prepare tenant correspondence and relevant Landlord and Tenant Board (LTB) forms as requested.
• Coordinate move-in/move-out processes and notify Finance, as required.
• Assist with service requests, work orders, bank deposits, and budget/expenditure tracking during peak periods or staff absences.
• Provide coverage for essential Rental/Office Clerk duties when required.
• Gather information, prepare reports, and make recommendations regarding unit turnovers as directed.
• Support staff interview packages and candidate pre-screening, as required.
• Facilitate cross-training and contribute to a strong, cohesive Housing Department.
• Archive Housing and Maintenance files and reports.
• Provide administrative support to the Director of Tenant and Housing Services, as required.
• Perform other related duties as assigned.

Skills

Office administration

Verbal and written communication

Problem solving

Organizational skills

Attention to detail

Education

Office Administration Diploma

Tools

Excel

Word

Arcori

Job description

Hours: Monday – Friday, 8:30am– 4:30pm

Rate of Pay: $25.30/ hour – $29.98/ hour (Starting salary will be determined by factors such as relevant experience, qualifications, internal equity, and market conditions.)

Reason for Posting: This posting is for an existing vacancy.

Who We Are

At Good Shepherd Centres, we are committed to providing hope and enhancing dignity and self-determination for individuals and families. We operate within an anti-racist, anti-oppression framework and are committed to integrating Harm Reduction practices into our programs.

This opportunity is with Good Shepherd – Non-Profit Homes (Housing Division).

How You Will Make an Impact

Reporting to the Director, Tenant and Housing Services, the Administrative Assistant supports the Housing Department by providing timely, respectful, and responsive service to tenants and staff. The role coordinates property management routines, supports tenant and property-related matters, and provides administrative and operational assistance to Property and Maintenance Managers while demonstrating Good Shepherd's Mission, Vision and Values.

Key Responsibilities

• Coordinate property management routines and provide administrative support to Property and Maintenance Managers.
• Respond to tenant inquiries by phone and in person and participate in tenant meetings, as required.
• Maintain housing and organizational files, reports, records, keys, and fob logs.
• Coordinate pest control activities, including notices, follow-up, treatment recommendations, and monthly tracking reports.
• Liaise with tenants and service contractors as requested by Managers.
• Conduct unit turnover and annual inspections with Property/Maintenance Managers; coordinate repairs, maintenance, and work orders.
• Prepare lease signing packages and conduct lease signings in the absence of the Property Manager.
• Prepare tenant correspondence and relevant Landlord and Tenant Board (LTB) forms as requested.
• Coordinate move-in/move-out processes and notify Finance, as required.
• Assist with service requests, work orders, bank deposits, and budget/expenditure tracking during peak periods or staff absences.
• Provide coverage for essential Rental/Office Clerk duties when required.
• Gather information, prepare reports, and make recommendations regarding unit turnovers as directed.
• Support staff interview packages and candidate pre-screening, as required.
• Facilitate cross-training and contribute to a strong, cohesive Housing Department.
• Archive Housing and Maintenance files and reports.
• Provide administrative support to the Director of Tenant and Housing Services, as required.
• Perform other related duties as assigned.

What You Bring to Our Team

• Minimum 5 years' experience and/or training in a related area.
• Office Administration Diploma or equivalent qualification.
• Knowledge of the Housing Services Act (HSA) and Residential Tenancies Act (RTA), including RGI administration, landlord/tenant rights and responsibilities, notice procedures, and compliance requirements.
• Ability to interpret legislation and apply it accurately in rental administration and tenant relations.
• Excellent verbal and written communication, interpersonal, organizational, and problem-solving skills.
• Excellent computer skills, including Excel and Word; experience with Arcori is an asset.
• Ability to adapt and work effectively in a fast-paced and changing environment.
• Creativity, flexibility, and strong attention to detail.
• Respectful, compassionate, culturally competent, and hospitable approach when working with tenants, staff, volunteers, and stakeholders.
• Responsive and available to meet the needs of others.
• CPR/First Aid and WHMIS certification.
• Committed to anti-racist/anti-oppressive practice and demonstrated commitment to the mission and values of Hospitality, Respect, Responsibility, Quality, and Spirituality.

What We Offer

• Be a part of a caring TEAM THAT SUPPORTS OUR LOCAL COMMUNITY
• Support for continuing EDUCATION AND PROFESSIONAL DEVELOPMENT
• Staff recognition programs along with access to self-care supports and EMPLOYEE / FAMILY ASSISTANCE PROGRAM (EAP)
• POSITIVE and ENCOURAGING atmosphere
• Make a difference and provide HOPE
• Extended Health Benefits

Join our team and be part of a team that values dignity, respect, collaboration, and providing quality housing services to our community.

Good Shepherd, a ministry of the Hospitaller Order of St. John of God, is an equal opportunity employer operating within an anti-racist and anti-oppression framework and we are committed to integrating Harm Reduction practices. Will require a vulnerable police check.

Good Shepherd welcomes and encourages applications from all people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you need accommodations, please contact Human Resources at 905-528-5877.

Thank you for your interest in joining our team. While we sincerely appreciate all applications, only candidates selected for an interview will be contacted.

#INDSJ1