Property Services Administrator

Victoria Cool Aid Society; Victoria; On-site; CAD 30,000 - 60,000; Full time

Job summary

A not-for-profit organization in Victoria seeks a Property Services Administrator to support tenants in housing-related functions. The role involves managing client intakes, rental payments, and collaborating to retain tenants. Qualified candidates will have experience in property management and a background in business or finance. This is a full-time, temporary position with comprehensive benefits.

Benefits

Paid time off

Employer-paid health and dental benefits

Access to telemedicine services

Employee Assistance Program

Qualifications

• Three years of recent professional experience in property management or social housing.
• Successful completion of the Criminal Record Check.

Responsibilities

• Administer client intakes, rent collection, and unit turnover.
• Collaborate to support tenant retention and minimize evictions.
• Manage rental payments and respond to housing-related complaints.

Skills

Property management

Financial management

Client communication

Record keeping

Education

Two years of post-secondary education in Business, Finance, or related field

Certificate or diploma in property management or business administration

Job description

Detailed Job Description

This is a unique opportunityto join an innovative not-for-profit organization that is committed to working with clients, staff, and the community through continuous learning, creativity, and collaboration.

Cool Aid has been operating since 1968. With nearly 400 employees we operate sixteen supportive and affordable housing sites, three shelters, downtown health and dental clinics, and a strong complement of support and outreach services.

Reporting to the Manager of Property Services, the Property Services Administrator works within a multi-disciplinary team, supporting new, existing, and prospective tenants and program participants to obtain and retain housing. This role is responsible for administering all departmental functions, including but not limited to client intakes, rent collection and receivables, terminations, unit turnover and vacancy management, scheduling move-ins and move-outs, and other related support functions. All responsibilities are carried out with a strong focus on delivering positive client experience.

A narrow selection of the larger scope and responsibilities for this position are as follows:

• Complete move-in and move-out documentation, including income verification and rent calculations.
• Collaborate with departments to support tenant retention and minimize evictions.
• Serve as the primary contact for new and prospective tenants (in-person, phone, email).
• Manage rental payments, arrears, payment plans, chargebacks, and security deposit, while coordinating with the Finance team for accuracy.
• Respond to field housing-related complaints and inquiries.
• Maintain accurate housing records both hardcopy and electronic formats, including software systems, databases.
• Prepare correspondence such as renewal requirements, caution notices, and eviction notices.
• Assist with preparing documentation for Residential Tenancy Branch (RTB) hearings.
• Handle fieldwork tasks, such as delivering correspondence and collecting payments.
  
  

Qualifications

Education

• Two years of post-secondary education in Business, Finance, or a related field, or an equivalent combination of multidisciplinary education and relevant work experience.
• Certificate or diploma in property management, business administration, or a related field is an asset.
  
  

Experience

• At least three (3) years of recent professional experience in a similar profession such as property management, non-profit or social housing.
  
  

Requirements

• Successful completion of the Ministry of Public Safety and Solicitor General Criminal Record Check.
  
  

Job Information

• Hourly Wage Rate:$27.63
• Work Location:101 – 749 Pandora Ave (some fieldwork required)
• Schedule: Monday to Friday
• Shift Times: 8:30 AM to 4:30 PM
• Weekly Hours:40
• Union:Exempt
• Job Type:Full-Time, Temporary (until November 1, 2026)
• Benefits:We offer a comprehensive package that includes paid time off; 100% employer-paid extended health and dental benefits, including for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Kii Health.