Tenant Administrative Clerk - Housing Property Management Administration

Summary

This position provides administrative and clerical support related to tenant services for the Capital Housing Corporation (CRHC), including coverage of reception. This position regularly communicates, collaborates and coordinates with other CRHC staff to ensure a strong team culture that supports CRHC goals and objectives.

Key Duties & Responsibilities

• Provides administrative and clerical support to the Capital Region Housing Corporation in support of tenant services.
• Provides housing information to the public; explains the functions, rules, regulations and policies governing the operation of the Housing Corporation.
• Assists tenant services staff with tenant accounts as it relates to the charging and collection of arrears, unit damage and unauthorized modifications both during and at the end of a tenancy agreement.
• Assists with preparing tenancy agreements and related documentation.
• Prepares the new tenant file paperwork to match the terms of tenancy prior to sign up and ensures pre-move administration is complete prior to move in.
• Assists with the entry of new tenant information into SAP to create a customer account including the banking information as it relates to the monthly rent roll
• Drafts, formats and proofreads a variety of documents (create and maintain flow for incoming or internal transfer tenants)
• Performs basic accounting duties such as preparing cheque requisitions, issuing invoices, and accounts payable/receivable.
• Provides coverage and assistance for CRHC's front reception, including incoming calls; answers routine enquiries and routes/directs calls to appropriate staff member; directs routine maintenance calls and emergency call to administrative or caretaking staff.
• Acts as a Sharepoint champion, administers the digital filing system and supports training among work team.Accepts and enters payments in SAP and issues receipts for cash and/or cheque and debit payments, as requested.
• Prepares and submits bank deposits.
• Reviews applications for completeness to forward to BC Housing Registry and assists applicants in completing the necessary forms; explains housing availability and refers applicants to other agencies, where appropriate.
• Assists with the preparation of dispute resolution evidence packages.
• Processes incoming and outgoing (courier and registered) mail.
• Develops and updates fillable forms for the corporation.
• Maintains petty cash fund, including coding for proper allocation.
• Provides caretakers with aged receivables amounts on vacating tenant accounts prior to move outs.
• Assists in maintaining office filing system
• Provides back-up to Clerk Typist 4, as required
• Follows all policies, procedures and standards of the CRD.
• Performs other related duties, as required.

Additional Information

• None

Key Skills & Abilities

• Excellent communication (verbal and written), interpersonal and customer service skills.
• Strong MS Word, Excel, PowerPoint and Outlook and SharePoint skills.
• Considerable experience with and understanding of Enterprise Resource Planning (ERP) systems such as SAP.
• Strong ability to operate various types of office equipment.
• Strong ability to act independently, make decisions within clearly established policy guidelines.
• Strong ability to effectively represent the Housing Corporation in a courteous and responsible manner.
• General experience with and understanding of social housing or other non-profit social services.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Strong ability to take rental payments and other cash transactions, issue receipts, and prepare deposits clearly and accurately.
• Strong attention to detail with a commitment to data accuracy and integrity.
• Strong ability to set up complex correspondence, reports, tables and spreadsheets.
• Thorough knowledge of grammar, spelling and proper formats and styles for business correspondence and proof reading and editing skills.
• Strong ability to identify issues, analyze and determine solutions and resolve problems using initiative and sound judgment.
• Strong organizational skills, including the ability to work under pressure, prioritize work and to set and meet deadlines.
• Thorough knowledge of office operations, administrative processes and systems.
• Strong ability to interact tactfully, courteously, and effectively with the public, staff and management.
• Strong ability to work effectively in a team environment and individually with minimal supervision.

Qualifications

Certifications