Tenant Services Administrator

Job Description

Barrie Housing is currently seeking a Tenant Services Administrator in a full-time capacity for the Tenant Services department. Barrie Housing was incorporated in 1984, with the objective to provide and operate housing accommodation and recreational facilities primarily for persons of low or modest income at rentals below current rental market rates.

Barrie Housing holds within its portfolio a variety of housing complexes which range from townhomes, three storey apartments, four storey low-rises and two high-rises. Barrie Housing manages 14 sites, 28 buildings with a total of 964 rental units.

Barrie Housing welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Qualifications

STANDARD SPECIFICATIONS: Requirements are representative of minimum levels of education, knowledge, skills and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Education Essential:

• Completion of High School Diploma or vocational equivalent.

Knowledge Essential:

• Minimum two (2) years’ experience in a similar position
• Possess a valid Ontario drivers licence and a reliable vehicle
• Must pass vulnerable sector screening

Skills and Abilities Essential:

• Exceptional oral and written communication skills

• Experience with conflict resolution and crisis

• Excellent multitasking and time management skill with ability to set priorities and meet deadlines

• Ability to work both independently and as part of a team

MAJOR DUTIES AND RESPONSIBILITIES:
Function Specific Duties
1. Provides clerical and administrative support to the Tenant Services Department as delegated including processing of mail, answering telephones, filing and file systems, data entry, minute taking and distribution.
2. Processes Market Rent applications, ensuring all necessary information is received in order to approve and maintains waiting list.
3. Responsible for utilizing the Rent Check program.
4. Responsible for responding to telephone calls, messages and visitors providing information and assistance.
5. Issues purchase orders when required.
6. Monitors office supplies and orders sufficient quantities as required.
7. Provides clerical support and assistance to Tenant Services Manager and Housing Workers as assigned.
8. Provides 24hr notice of entry when required.
9. Maintains confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.
10. Prepares all correspondence for New Tenants upon move in (leases, etc.).
11. Possesses the ability to show vacant units.
12. Possesses the ability to direct applicants/tenants to appropriate departments, and or other Housing Providers.
13. Possesses the ability to process former tenant files for Collections.
14. Monitors and processes accounts and incoming payments in compliance with financial policies and procedures.
15. Performs day to day financial transactions including verifying, classifying, computing, posting and recording accounts receivable and tenant data.
16. Prepares daily bank deposits.
17. Reconciles the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
18. Verifies discrepancies and resolves tenants’ billing issues.
19. Assists Tenant Services department by preparing rental reminders, statements and contacting tenants with outstanding accounts.
20. Generates accounts receivable aged listing and various reports detailing accounts receivable status.
21. Assists in financial management and analysis, as requested.
22. Supports continuous improvement and initiatives that are implemented into the financial department.
23. Process approved internal transfer requests and maintain on waiting list.
24. Other duties as assigned.

Responsibility for Health and Safety

• For specific H&S responsibilities please refer to the Health & Safety Handbook.

Responsibility for Decision Making

• Responsible for determining the priority of tasks within the scope of the position and adjusts timelines where necessary to meet new opportunities.

Mental Effort

• Continuous mental attentiveness and listening is required when interacting with the Tenant Services Manager and other parties.
• Strong attention to detail at all times.
• Uses active listening skills to respond to internal/external inquiries/requests.

Physical Effort

• Sits for long periods of time.
• Frequent manual dexterity, speed and hand/eye co-ordination for work at computer

Responsibility

• The role requires a standard work week, but additional work on evenings, weekends or holidays to accommodate activities such as Board meetings and representing the organization at public events are occasionally required.

Working Conditions

• Works in a climate-controlled office with frequent interruptions.
• Frequently handles multiple demands.
• Must frequently meet deadlines.
• Occasionally works alone.

Job Types: Full-time, Permanent

Salary: $21.54 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Application question(s):

• Do you have a reliable vehicle?

Licence/Certification:

• Class G Licence (preferred)

Work Location: In person