Operations Administrative Support Officer - Vancouver, Canada - The City of Vancouver

The City of Vancouver

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Requisition ID:40470

Organization

Located on the traditional, ancestral and unceded lands of the xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation.

Vancouver consistently ranks as one of the world's most liveable cities and is working towards being the greenest city in the world.

Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose & Function

Reporting to the Manager, Portfolio and Building Services, the Operations Administration Support Officer (OAS) Non-Market Housing Operations works with COV tenants, community partners, Residence Managers, and Residence Attendant Shift Leads to develop effective follow up responses to operational priorities.

Specific Duties & Responsibilities
Operational Support

Works in conjunction with the Property Portfolio Assistant to prepare accurate rent calculations, subsidies, adjustments and annual reviews by analyzing and interpreting financial documents and initiates investigations when required
Reviews and interprets tenant information to ensure accuracy and compliance regarding tenancy accounts, family composition, Declarations of Income and Assets, etc.
Supports the initiation and maintenance of appropriate NMHO tenant and property management software systems and documentation to ensure data accuracy and effective metric reporting requirements
Prepares accurate and effective communication documents according to guidelines and using data from various sources as required;
Supports administrative functions as assigned relating to tenant relocation projects, tenant transfer requirements, as well as tenant eligibility statuses and maintains key tracking mechanisms to support complete operationalization of new builds and capital improvement projects or redevelopments.
In coordination with the NMHO Facilities Manager prepares purchase orders for routine maintenance, service calls, materials and supplies, etc; coordinates vendor site visits for quote and scope generation.

Communications

In consultation with NMHO leadership develops, prepares and disseminates communications and measures that support successful tenant relocations; coordinating vendors, site staff, and tenants or applicants.
Provides general information regarding NMHO policies to tenants and applicants.
Provides accurate information relating to qualifications for housing and allocation of vacancies as per COV policies and procedures;
Manages a wide variety of situations in serving clients with a range of physical, behavioural and social issues.

General Operational Support

Ensures accurate tenant file management and maintains the COV's standard filing systems.
Prepares and records files for tenant move out and / or estate management practices and processes.
Enters data into spreadsheets/manual, digital databases, various software platforms, etc., and generates reports.
Compiles and maintains maintenance requests statuses and supports effective distribution of information, performs administrative followup.
Coordinates and tracks Occupational Health & Safety related events
Culls files and arranges for transfer to corporate records centre as per approved retention schedules
Provides clerical assistance to NMHO management and other staff as required
Provides backup for other NMHO administrative staff as needed
Coordinates meetings with various external and internal stakeholders, working with exempt management calendars and availability
Supports project cost reconciliation and invoicing for recovery from funding partners and nonprofit delivery partners

Preparation of Statistical and Demographic Reports

Tracks and monitors tenant relocation budgets, monthly building expenses, and special events or projects.
Report on data collected on a monthly basis to BC Housing and the COV.
Collates financial expenses for buildings within NMHO portfolio, highlights trends or patterns for management awareness, and follow up.
Prepares correspondence, standard reports, and analysis on property operations.
Performs such other related duties as may be assigned.

Qualifications

Education and Experience:

Diploma in the field of public administration, community service, or nonprofit provider with considerable related work experience with an emphasis on tenant management, outreach, community development; or equivalent combination of training and experience
Safety Oriented First Aid and CPR Certificate

Knowledge, Skills and Abilities: