Operations Coordinator - Nanaimo, Canada - Ballenas Housing Society

Description

Summary:

Reporting to the Lead Operations Coordinator (or designate), and in accordance with Ballenas Housing Society (Ballenas) mission, strategic direction, principles and policies, the primary responsibilities of the Operations Coordinator are to work closely with the Lead Operations Coordinator, Director of Operations, Tenant Support, Housing and Maintenance teams to ensure the smooth day-to-day coordination of Ballenas activities, including:

• Providing operational support to head office, housing operations, maintenance and tenant support teams and programs
• Assisting Lead Operations Coordinator in the development of operating budgets, purchasing and expense control procedures
• Supporting and maintaining effective relationships between tenants and Ballenas
• Performing additional duties as required

Specific Duties and Responsibilities Based on Key Competencies:

Problem Solving/Judgement

• Support the Housing Operations and Maintenance teams with tenant/unit management
• Coordinate tenant unit inspections, moveins and moveouts as determined by Tenant
• Support and Housing Operations teams; work with tenants directly, as appropriate, to facilitate the best course of action for moveins and moveouts
• Liaise with the Maintenance Manager regarding required maintenance and repairs; inform Tenant Support and Housing Operations teams of scheduled work to be done in the buildings; may be responsible for creating online purchase orders and work orders

Teamwork and Client Service

• Assist Inventory Clerk with ordering office, custodial, and other organizational and operational supplies, and office equipment
• Build and maintain effective working relationships with vendors/contractors/suppliers; coordinate, followup and troubleshoot with thirdparty services as required; schedule equipment repair and maintenance as requested
• Represent Ballenas with prospective and existing tenants; build rapport with tenants while maintaining effective boundaries
• Maintain positive and productive working relationships with leadership teams and staff; support maintenance and housing operations teams with new build transitions to occupancy
• Actively manage conflict; build consensus and seek cooperation of others while valuing diverse viewpoints and focusing on interests; participate in tenant complaint resolutions

Commitment to Safe Work Practices

• Commit to wellbeing of self and others through adherence to WorkSafeBC regulations and Ballenas safety procedures; immediately report any noncompliance, or incidents of injury and accident to the Lead Operations Coordinator
• Recognize and appropriately respond to emergency situations in accordance with Ballenas policies and procedures

Personal Effectiveness

• Manage staff, tenant and contractor building access requirements; coordinate and resolve any alarm and intercom issues
• Ensure efficient and effective administrative processes; verify compliance of tenancy records and reporting with Protection of Personal Information Act and Residential Tenancy Act
• Recognize and appropriately respond to emergency situations in accordance with Ballenas policies and procedures
• Model positive, professional, and compassionate communication with tenants and team members; maintain present, patient, calm and active listening focusing on logical problem solving and deescalation strategies; strictly observe tenant confidentiality

QUALIFICATIONS

EDUCATION AND EXPERIENCE

• Undergraduate degree in Business Administration, Operations Management, or related field
• Minimum of 2 years' experience in operations coordination or similar role
• Front line experience working with vulnerable populations, including seniors and those with mental health and low literacy concerns an asset
• Purchasing, budgeting and expense control experience, including computer proficiency using MS Office Suite; experience working with databases (Arcori preferred) and other cloudbased programs; HappyCo experience an asset

KNOWLEDGE, SKILLS AND ABILITIES

• Highly developed interpersonal communication (oral and written), collaboration, problem solving, and organizational abilities; proven abilities in conflict resolution
• Highly developed information technology literacy and ability to learn and efficiently utilize multiple platforms (hardware/software)
• Working knowledge of Employment, Privacy and Human Rights legislation
• Knowledge of housing operations and tenant relationship best practices
• Knowledge of the Residential Tenancy Act and related provincial and federal legislation

OTHER REQUIREMENTS

• Passing a Criminal Record/Vulnerable Sector Check
• Valid First Aid Certification an asset
• Valid Driver's Licence and Clean Driver's Abstract; access to a reliable vehicle
• Compliance with Island Health mandates (for those properties receiving IH funding)
• Willingness to travel, and work occasional evenings and weekends as required

Job Types:
Full-time, Permanent

**Sal