Property Assistant - Housing Administration

Capital Regional District; Victoria; On-site; CAD 70,000 - 74,000; Full time

Job summary

Capital Regional District in Victoria, BC, Canada, is seeking a Regular full-time housing administrator focused on day-to-day tenant turnover with strict timelines. You will collaborate with CRHC applicants, tenants and staff to meet goals while maintaining professional relations.

Responsibilities include coordinating vacancies, rent subsidies, applications, waitlists, tenancy documentation and notices, plus handling tenant inquiries and AR-related tasks under the Residential Tenancy Act.

Qualifications

• Certificate in a related discipline.
• A minimum of 5 years' directly related experience.
• An equivalent combination of education and experience.

Responsibilities

• Coordinate vacancies and administration of rent subsidies.
• Coordinates housing applications, performs residency references and credit checks.
• Liaises with tenants and applicants related to CRHC processes.
• Maintains the Housing Registry to ensure records reflect vacancy status.
• Completes Applications for Rent Subsidy for eligible tenants.
• Provides information to tenants and applicants on housing programs.
• Liaises with caretaking staff to distribute notices.
• Responds to routine tenant concerns and prepares standard letters.
• Processes tenant accounts receivable and invoices; AR collections.

Skills

Communication skills

Customer service experience

Data entry

Detail-oriented

ERP SAP experience

Teamwork and independence

Education

Certificate in related discipline

Equivalent combination of education and experience

Tools

SAP ERP

MS Word

Excel

PowerPoint

Outlook

SharePoint

Job description

Req ID: 2012

Business Unit: Housing Planning and Protective Services

Division: Regional Housing

Regular / Auxiliary: Regular

Job Type: Full-Time

Pay Grade: CAN/05/02/J12

Rate of Pay: $38.31 - $40.59 per hour

Hours of Work: 70 hours bi-weekly

Posting Date: September 8, 2026

Closing Date: Open until filled

Summary

This position is responsible for the immediate day to day delivery of the administration of tenant's unit turnover with prescribed timelines. This position regularly communicates, collaborates and coordinates with CRHC applicants, tenants and other CRHC staff to ensure CRHC goals and objectives are achieved while maintaining respectful and professional relations.

Key Duties & Responsibilities

• Coordination of vacancies and administration of rent subsidies
• Coordinates housing applications, performs residency references and credit checks and determines acceptance or rejection of applications.
• Coordinates vacancies.
• Maintains and updates waitlists.
• Uses discretion in working with and addressing complex needs of clients and third parties.
• Coordinates vacancy showings with caretakers and prospective tenants.
• Prepares tenancy documentation.
• Liaises with tenants and potential tenants related to applications and CRHC processes, including explaining tenant agreements, rights/responsibilities and the services provided by CRHC.
• Maintains the Housing Registry to ensure records accurately reflect vacancy status and to ensure correct subsidy amounts are being received from BC Housing.
• Completes Applications for Rent Subsidy for all eligible tenants according to program guidelines, including the review of documentation submitted to support the application.
• Provides information to tenants, applicants and the general public on social housing programs, eligibility requirements and tenancy policies.
• Assists with completion of new Applications for Housing with the Housing Registry.
• Liaises with caretaking staff to ensure that tenant notices are distributed.

Tenant Concern Administration

• Responds to routine tenant concerns, such as noise, smoking, parking, pet and other tenancy concerns. Refers complex tenant issues to Tenant and Community Services Coordinator.
• Prepares standard letters to applicants and tenants.
• Provides admin support as required.

Accounts Receivables and Collections

• Processes tenant account receivables relating to arrears, unit damage and unauthorized modifications both during and at the end of a tenancy agreement.
• Processes CRHC tenant invoices/chargebacks and sees accounts receivable collection throughout the continuum of the chargeback system including arbitration and collections.
• Prepares hearing documentation, evidence packages and reviews with caretakers, portfolio PMs and/or others. Presents at Residential Tenancy Branch (RTB) arbitrations and dispute resolution hearings.
• Receives Arbitrator's Decision and updates office records.
• Coordinates the handling of abandoned property including appraisal and property storage/disposal in accordance with the Residential Tenancy Act.
• Works with Property Managers and Caretakers to develop systems and processes to ensure the maximization of maintenance chargebacks.
• Reconciles insurance claims.
• Maintains parking log and invoice system.
• Processes rent payments and bank deposits as required.
• Assists with the preparation of tenancy arbitration evidence packages.
• Follows all policies, procedures and standards of the CRD
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Considerable experience with and understanding of social housing or other non-profit social services.
• Advanced accurate keyboarding and data entry skills.
• Advanced attention to detail with a commitment to data accuracy and integrity.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Strong ability to work independently in a fast paced and constantly changing environment.
• Strong ability to deal with applicants, tenants and the general public in stressful situations.
• Strong ability to work effectively in a team environment and individually with minimal supervision.

Qualifications

• Certificate in a related discipline
• A minimum of 5 years' directly related experience
• An equivalent combination of education and experience

Certifications

• Acceptable criminal record check. The applicant/incumbent is required to undergo a criminal record check to work in this position and to report to their supervisor if any criminal charges are laid against them that may be related to their employment.
• Valid BC Driver's Licence

APPLICATIONS

We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible. We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences. Please let us know if you require an accommodation during the application and selection process. Your confidential request can be sent to [e-mail]

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.