Property Services Administrator

Property Services Administrator

Full-time, 36-hour work week, Monday to Friday, half-day off Friday

Entre Nous Femmes Housing Society properties (various), Metro Vancouver

Entre Nous Femmes Housing Society (ENFHS) is a charitable not-for-profit housing organization that began over 40 years ago by three single mothers looking to create more affordable housing for families like theirs. As one of Canada’s first women-led charitable housing organizations, we are committed to enhancing people’s lives, particularly the lives of women, single-parent families and other equity-deserving groups, by creating communities that provide affordable, safe, and secure housing.

We currently serve over 1200 low-income women, children, single-parent families, seniors, and people with disabilities across 469 affordable rental homes in thirteen properties in Burnaby, New Westminster, North Vancouver, Vancouver, and Surrey.

Over the next five years, we plan to double the number of people we serve and the units we manage to meet the region's critical demand for affordable housing. By 2027 we will be welcoming 500 households to four new buildings in Port Moody and Vancouver. As part of this growth, we are growing our team with dedicated individuals who share our commitment to enhancing people’s lives by creating affordable, safe, and secure housing communities in Metro Vancouver.

Entre Nous Femmes Housing Society respectfully acknowledges that we work and provide affordable homes on the traditional and unceded territories of the Coast Salish peoples, specifically the q̓ic̓əy̓ (Katzie), Qw’? ntl’en (Kwantlen), kʷikʷəƛ̓əm (Kwikwetlem), xʷməθkʷəy̓əm (Musqueam), Qiqá:yt (Qayqayt), Semiahmoo, Sḵwx̱wú7mesh (Squamish), sc̓əwaθən məsteyəxʷ (Tsawwassen) and səlilwətaɬ (Tsleil-Waututh) First Nations. We are grateful to live and work on these lands.

We are committed to working in a good way with Indigenous peoples and organizations through anti-racist and anti-colonial actions, continued commitments to reconciliation, and working in solidarity and partnership with Indigenous Peoples to ensure everyone has a safe and secure place to call home.

We are also committed to creating a diverse and inclusive work environment that reflects the community we serve, where everyone feels they belong and can thrive. We encourage women and gender-diverse individuals, people of colour, Indigenous and other equity-deserving groups and those with lived experience in social housing and single-family households to apply. ENFHS is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

For more details about ENFHS, please go to our website at enfhs.ca.

THE OPPORTUNITY

Entre Nous Femmes Housing Society (ENFHS) seeks a collaborative and inclusive team member to join the Property Services team in managing maintenance activities, preserving the longevity of ENFHS’s affordable and mixed-income rental housing portfolio and providing excellent services to residents and stakeholders. The Property Services Administrator supports the Property Services team with administrative tasks, maintenance notices, work orders and resident relations. This dynamic position is for someone looking to progress their career in property management, capital & asset management, maintenance, and non-profit housing. The Property Services Administrator will report directly to the Manager, Property Services. The position is part of the Housing & Property Services team, led by the Director, Housing & Property Services.

KEY POSITION RESPONSIBILITIES

• Provide general administrative support to the Manager of Property Services and Maintenance Technicians.


• Provide exceptional customer service to residents and stakeholders.


• Liaise with vendors and contractors to schedule repairs and maintenance and answer vendor inquiries.


• Data entry, processing, and running reports in Arcori, the Society’s property management system.


• Enter work orders and invoices for accounts payable in Arcori and attach work orders to invoices for approval by the Manager of Property Services.


• Check daily maintenance requests and enter them into Arcori.


• Ensure all maintenance information is up-to-date and accurately entered.


• Support obtaining quotes for various maintenance work.


• Supports the preparation of annual cleaning contracts.


• Support annual unit inspections, coordinate move-ins and move-outs, manage parking & storage locker registries and perform other administrative duties.


• Supports the coordination of annual preventative maintenance at all sites.


• Supports the coordination with contractors, consultants and stakeholders for retrofit projects.


• Support coordination of maintenance requests/repairs with residents and contractors.


• Draft building-wide and unit maintenance notices and distribute them at sites.


• Prepare charge-back letters to residents and payment plans for invoiced work.


• Reviews and responds to tenants’ maintenance requests and inquiries.


• Supports the prompt and respectful responses to resident and community enquiries or complaints regarding maintenance issues.


• Maintain accurate current and archived building files.


• Supports gathering Property Services and maintenance data for the Society’s annual report.


• Support general office administration duties as required for staff coverage.


• And such further duties and responsibilities as may be communicated by ENFHS from time to time.

The preceding job description is not exhaustive and may occasionally change depending on the organization’s needs.

ESSENTIAL QUALITIES AND EXPERIENCE

Entre Nous Femmes Housing Society welcomes all experienced administrators to apply. We will prioritize candidates with the following attributes or an equivalent combination of education and experience.

EDUCATION

• High-school certificate.


• Post-secondary education (i.e. degree, diploma, certificate) in non-profit housing property management, rental property management license, or related field would be an asset.

EXPERIENCE

• A minimum of two to five (2-5) years of administrative experience is required.


• Experience in the non-profit and co-op housing sector would be an asset.


• Experience in building maintenance and working with contractors would be an asset.


• An equivalent level of skills and experience will be considered.

KNOWLEDGE, SKILLS & ATTRIBUTES

• Demonstrable competency in administration and resident/customer relations.


• Excellent organizational and project management abilities.


• Excellent interpersonal and conflict-management skills.


• Aptitude in decision-making and problem-solving.


• Ability to work independently and well under pressure.


• Ability to handle multiple demands, tight timelines and competing priorities.


• An understanding of diversity, equity, inclusion, decolonization, and indigenization best practices and principles.


• High level of digital literacy and experience with MS Office Suite Products: Outlook, Word, Excel, Teams, OneDrive, Windows-based operating systems, internet, and mobile technology.


• Experience working in Arcori or other property management systems would be an asset.


• Experience with subsidized and market rental housing would be an asset.


• Lived experience in social housing would be an asset.


• Must have access to reliable transportation and a valid driver’s license.

OTHER

• The position will require at least three days of in-person work a week at ENFHS Head Office and two days may be worked remotely. The hybrid work schedule is subject to change, based on operational requirements.


• The position may require weekly travel to Burnaby, New Westminster, North Vancouver, Vancouver, and Surrey or anywhere ENFHS buildings are located.


• The position has a three (3) month probationary period where in-person attendance is required.


• This position requires a criminal record check for working with vulnerable children and adults (paid for by ENFHS).


• The successful candidate must be fully vaccinated against COVID-19 or be willing to get vaccinated before their start date.

COMPENSATION

Entre Nous Femmes Housing Society’s Property Services Administrator position is budgeted to pay competitively within the sector.

The hourly wage for this role is $28.00 to $32.00 per hour, commensurate with experience. The position is 36 hours a week, Monday to Friday, with a half day every Friday.

ENFHS provides the following benefits:

• Competitive wages and annual reviews.


• Three weeks’ vacation.


• One week of additional paid vacation during holiday office closure from December to January.


• Comprehensive extended health, vision, and dental package.


• 5% RRSP contribution after three months of successful employment.


• $250 monthly car allowance.


• $350 reimbursable annual Employee Wellness Program.


• Staff training and professional development opportunities.

APPLICATION PROCESS

We encourage applications from all genders, backgrounds, and cultures to join our diverse and inclusive team.

If you are excited about this opportunity with Entre Nous Femmes Housing Society, we invite you to submit your resume and cover letter at https://enfhs.bamboohr.com/careers

Postings will remain open until the position is filled. We thank all applicants for their interest in our career opportunities. However, only candidates selected for an interview will be contacted.