Property Assistant Maintenance and Accounts Services

Summary

This position is responsible for the delivery of administrative and field services in a variety of areas of property maintenance operations. This position regularly communicates, collaborates and coordinates with other CRHC staff to ensure a strong team culture that supports CHRC goals and objectives.

Key Duties & Responsibilities

• Calculates and monitors Payroll budget reporting; reviewing for accuracy and processing Caretakers’ timesheets after approval by Property Manager.
• Processes and codes administrative, maintenance operating and capital replacement payables using SAP and Plant maintenance module; including contract billings and ensuring timely payment of statutory lien holdbacks and reoccurring payments.
• Reconciles vendor accounts and related financial records.
• Reviews, codes, authorizes payments for building utilities and researches usage discrepancies by portfolio.
• Responsible for creation of capital plan sheets including ‘to date’ spending, preparation of component spending reports for analysis and minor component pattern development as assigned.
• Assists in the preparation of annual budgets (capital, contracted services caretaker payroll) and provides monthly reporting.
• Acts as an administrative champion and supports training and guidance for ongoing systems and processes as required. Champion roles include areas, such as: SAP Plant Maintenance, Worker Check, caretaker payroll master sheets, annual Inspection scheduling, parking card and entry systems, fleet vehicle maintenance and licensing as per CRD Fleet services, liaise with IT for department hardware and phone requirements.
• Prepares and inputs corrective journal entries for other Admin Clerk 3s and creates goods receipts for replacement reserve invoicing.
• Coordinates all cellphones requirements for portfolio staff.
• Assists, prepares and monitors capital/service/seasonal tender bids and contracts in coordination with the Property Managers, ensuring bonding, Worksafe BC and insurance requirements throughout the contract or standing agreement duration.
• Schedules, coordinates and provides administrative services for new and ongoing preventative maintenance programs, timely completion of annual inspections, appliance replacements, pest control tracking, maintenance of pest resource sheets and Caretakers’ /Property Managers’ meetings.
• Receives unit paint awards for turnovers, stores them to Sharepoint and provides Property Manager with applicable chargeback portions for move out.
• Responds verbally or in writing to inquiries, complaints and unit modifications from residents, neighbours and service contractors in coordination with Property Managers and Caretakers.
• Works with Property Managers, contractors, consultants and other staff to coordinate and schedule maintenance services; ensuring all parties receive accurate, timely information that impacts the complex.
• Coordinates parking access cards for underground parking and supports Caretakers dealing with towing company.
• Coordinates jointly with other Administrative Clerk 3 and Property Managers in the CRHC Worker Check program.
• Develops various reports for analytical purposes.
• Provides back-up to other Administrative Clerk 3s (Maintenance and Accounts Services)
• Follows all policies, procedures and standards of CRD/CRHC.
• Performs other related duties as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Working knowledge and experience working with the Residential Tenancy Act and Regulations, policies and procedures related to social housing management.
• Working knowledge of administrative procedures, labour legislation, collective agreement language, WorkSafe BC practices/protocols and OHS Regulations.
• Advanced organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Considerable experience with computerized asset maintenance systems such as SAP Plant Maintenance.
• Advanced knowledge of accounts payable practices, principles, and internal controls.
• Considerable experience with the preparation and monitoring of budgets and budget expenditures.
• Thorough knowledge of contract tendering procedures and legal requirements.
• Strong analytical skills which include demonstrated skills in preparing and analyzing financial reports and statements.
• Thorough knowledge of fundamental residential construction.
• Strong ability to work effectively in a team environment and individually with minimal supervision.

Qualifications

Certifications