Administrative Assistant and Property Management Coordinator

The Mustard Seed; Saskatoon; On-site; CAD 30,000 - 60,000; Full time

Job summary

A non-profit organization in Saskatoon is seeking an experienced Administrative Assistant to provide support for their Affordable Housing and Property Management team. The role involves performing administrative tasks, managing property-related operations, and facilitating department activities. Candidates should have strong communication skills and a minimum of 3 years of administrative experience. This full-time position offers a competitive compensation package, including extended health benefits.

Benefits

100% employer paid extended health and dental benefits

Matching RRSP after one year of service

Wellness days

Qualifications

• 3 years of proven administrative experience.
• Excellent time management skills and ability to multi-task.
• Cultural sensitivity and respect for client individuality.

Responsibilities

• Perform clerical and administrative functions.
• Track and report on various funding.
• Provide oversight to elements of property management.

Skills

Communication skills

Time management

Organizational skills

Problem-solving skills

Interpersonal skills

Education

3 years proven administrative experience

Knowledge of property management systems

Proficient in MS Office Suite

Job description

Overview

Employment Type : Full time

Schedule : Monday to Friday from 8:30 a.m. to 4:00 p.m.

Reporting to : Housing Manager

City : Saskatoon

Number of Positions to Fill : 1

RFR # : 1704

Under the supervision of the Housing Manager the Administrative Assistant will perform a variety of tasks including elements of property management to support programming and team in Affordable Housing and Property Management in Saskatoon. This position will be required to both take direction and work intuitively to support the completion of the programs goals and objectives in a professional manner. Other key responsibilities of this role include providing administrative support to the department and maintaining effective communication with service and program areas external to the Housing team and within The Mustard Seed.

DUTIES AND RESPONSIBILITIES

• Perform clerical and administrative functions such as preparing correspondence receiving visitors arranging conference calls and scheduling meetings for the Housing Manager or specific programs
• Work collaboratively with other non-profit agencies donors volunteers and cross departmentally
• Prepare meeting agendas records and distribute meeting minutes and maintain organized files of same
• Produce and / or assist in the production of all required internal and external reports
• Prepare monthly reports update KPIs and code monthly credit card statements
• Regularly review progress on standard department deliverables and take appropriate action to ensure timely completion of all department tasks
• Coordinate and organize activities related to specified programming to support ongoing services
• Assist in data collection and research for current or future program development
• Coordinate and monitor time off requests for supervisors and managers within programming
• Coordinate and organize department and leadership meetings as required
• Order office supplies

Finance

• Track and report on various funding in relation to the Housing department as required
• Coordinate accounts payable credit card transactions rent donations and other monetary transactions as needed

Property Management

• Perform Tenant Management in collaboration with Housing Manager in accordance with Permanent Supporting Housing Tenancy Act Residential Tenancies Act Residential Tenancies Regulations and The Mustard Seed policies. This includes but is not limited to :
• Provide oversight to elements of property management including lease agreements rent collections and management including rent reconciliation
• Perform lease management including overseeing the creation renewal and termination of rental agreements or leases with tenants
• Address complaints and issues in collaboration with the housing team related to maintenance disputes with other tenants or questions about the lease
• Enforce rules in collaboration with the housing team and policies to ensure tenants adhere to the terms of their leases including rules around noise pets or the use of common areas
• Manage evictions and legal compliance including where tenants violate lease agreements initiate eviction proceedings when necessary and ensure all actions are in compliance with local housing laws
• Abide by all Health and Safety protocols

Other Duties and Responsibilities

• Develop and maintain effective working relationships between programming departments within the Mustard Seed
• Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
• Other duties as assigned

MINIMUM QUALIFICATIONS AND SKILLS

• 3 years proven administrative experience
• Knowledge of property management systems and procedures including Resident Tenancy Act and ORT
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize responsibilities
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Exceptional interpersonal skills
• Proven individual and team management skills
• Proficient in MS Office Suite including Word and Excel
• Cultural sensitivity and respect for client individuality and self determination
• A broad knowledge of and experience working with Indigenous communities is an asset
• Demonstrate professionalism and discretion when dealing with confidential information
• Experience using eCompliance and UKG is considered an asset
• Non-Violent Crisis Intervention First Aid Knowledge of overdose response and safeTalk are considered assets
• Reliable vehicle current drivers license (required class) and $2 million liability Insurance

WORKING CONDITIONS

• This position is primarily an office based and office space will be provided
• Fast paced and demanding work environment
• Time in excess of regular working hours may be required on occasion
• Physical requirements of the role include traveling driving personal vehicle sitting for extended periods and standing
• Employees are to be aware that many of our clients may experience difficulties or impairment at times which could result in them uttering threats discriminatory statements and other insults at your person This may be in a raised voice or in seeing unpredictable behaviour up to and including the possibility of them becoming aggressive
• Training on how to respond is provided but this is to be considered typical working conditions. Many of our clients are unaware of the impact of these comments

ADDITIONAL REQUIREMENTS

• An Employment Background Check is required for all positions at The Mustard Seed
• As The Mustard Seed is a Christian ministry we require our employees to agree to respect and not detract from The Mustard Seeds Employment Values during their employment at The Mustard Seed.
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer
• This position requires the use of a personal vehicle for company use. The candidate must have a valid drivers licence and maintain $2M Vehicle Liability insurance on the vehicle being used.

COMPENSATION & BENEFITS

The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents matching RRSP after one year of service and wellness days.

NOTE

• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest however only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.

Required Experience : IC

Key Skills

Fashion Retail,Advisory,DCS,Activex,Jboss,Architecture

Department / Functional Area : Administration

Experience : years

Vacancy : 1