Property Services Administrator

Connective is a dynamic non-profit organization that provides innovative programming in the social services sector. We strive to create safe, healthy, and inclusive communities for all.

ROLE PURPOSE

The Property Services Administrator position provides comprehensive administrative and operational support to the Property Services team. The role requires effective collaboration with internal team members, external IAPs, and tenants, functioning as part of a multi-disciplinary team. Key responsibilities include front desk reception, handling communications, preparing reports and documents, maintaining records and filing systems, supporting property-related activities such as lease management and maintenance coordination, and assisting with rent collection and tenant subsidy documentation. The role ensures smooth office operations, timely service responses, and contributes to the overall efficiency of the property services function.

STATUS AND CLASSIFICATION
Exempt. This position is open to applicants of all genders.

Location

SHIFT HOURS

Full Time- Candidates 40 Hours/Week.

REPORTING AND WORKING RELATIONSHIPS

• Reports and is accountable to the Property Manager or their designate
• Establish and maintain effective working relationships with team members, clients, partners and stakeholders
• Function as a multi-disciplinary team member
• Liaises with the staff and managers of Connective as necessary

WHAT WE OFFER?

• Committed Living Wage Employer
• 2023 Canadian Nonprofit Employer of Choice Aware from NEOC
• Competitive benefits package, including health, wellness, and pension plan
• Career and personal development, with the ability to grow in a diverse range of programs and departments
• Access to a range of staff mental health supports, including an in-house counsellor, Employee Family Assistance Program, and Critical Incidents Stress Management
• Access to On-Demand Pay to withdraw earned wages before payday
• Connective is part of a portability program where employees moving from a CSSEA-member employer to Connective will port their service hours for vacation and wage purposes (within last 12 months)

KEY ACCOUNTABILITIES

• Greets clients, suppliers, and visitors to the organization in a professional and friendly manner
• Answers phone and/or in person inquiries and routes to appropriate staff members if required
• Responds to routine queries regarding the organization and services provided
• Sorts and distributes incoming mail and processes outgoing mail/deliveries
• Uses desktop software applications to generate spreadsheets, reports and other documents as required
• Compiles data and produces reports and statistics as required
• Undertakes basic analysis and identifies key findings
• Maintains and updates filing, inventory, mailing lists, registers and/or other records either manually or using a computer
• Provides administrative support to Property Services by drafting and renewing lease agreements, distributing contracts, preparing tenant correspondence, planning meetings, preparing case files, and taking meeting minutes
• Provides word processing, data input and typing support such as correspondence, meeting minutes, forms and client information; drafts routine correspondence such as thank you letters, client appointment letters and internal memoranda
• Ensures that office, meeting rooms, kitchen and other areas are maintained in a clean and tidy manner
• Ensures a timely and appropriate response or distribution to all property requests
• Arranges for and supports maintenance and repair services by providing necessary communication, documentation and updat es with relevant st aff, clients and tenants
• Assists in the collection of monthly rent from tenants and ensures that it is recorded
• Assists with agency walkthroughs and property unit inspections and ensures documentation and distribution of actionable property related items to relevant staff
• Assist with collection, review and preparation of subsidy documents for processing
• Supports with collection and review of annual tenant subsidy reviews
• Perform other related duties as required

WORKING CONDITIONS

• Function independently, while remaining a crucial member of the support team
• Handle data with integrity and confidentiality
• Works in moderate complexity and under general direction
• Maintain polite and professional communication via phone, email and mail
• Adhere to Connective’s policies and procedures

QUALIFICATIONS

• Relevant and recent experience in providing administrative support
• Diploma, or an acceptable combination of education, training and experience
• Two years of recent experience in property management services, and/or related experience
• Proficient with Microsoft Office Suite, Zoom and other technical platforms
• Ability to establish and maintain effective and professional working relationships with team members, clients, partners and stakeholders
• Strong communication skills (listening, verbal and written)
• Demonstrated commitment to a high level of customer service
• Knowledge of non-profit work environments, including working with individuals with developmental disabilities, those with mental health or substance misuse or those who have come in conflict with the law

REQUIREMENTS

• Ability to successfully complete a Vulnerable Persons Criminal Records Check
• Ability to successfully pass a reference check
• Proficient in MS Office, Adobe, Windows, Sharepoint, and excellent typing skills
• Excellent time management skills and the ability to prioritize work
• Valid Class 5 driver’s license or equivalent
• Proof of vaccination for communicable diseases may be required as mandated by Government, Health Authority, and/or funder requirements.

Compensation

The wage range for this position is $45,760- $57,200

Important: Candidates must be legally authorized to work in Canada, observe their weekly hours limit if under a temporary or study visa, and provide proof of eligibility if selected for the role.

DIVERSITY, EQUITY AND INCLUSION

At Connective, we value and accommodate unique differences to ensure that our staff have the opportunity and are supported to thrive. To build a strong and representative workforce, we strongly encourage applications from BIPOC, LGBTQ2S+ people, immigrants, and people with disabilities or other marginalized communities.