Executive Assistant - Vancouver, Canada - The 127 Society for Housing

Description

JOB DESCRIPTION - Executive Assistant

TITLE:
Executive Assistant


Reports to:
Executive Director


Date:
February 21, 2024


Salary:
$60 - 68,250 plus full employer paid benefit program

Including 9.43% employer paid RRSP Program


Hours: 8:00 to 4:00 Working on site Monday thru Friday


Position is NOT remote - Parking space provided


COVID19:
Due to senior population full vaccination required


GENERAL FUNCTION:

Provides senior administrative support to the Executive Director for a growing downtown Non-Profit Housing Society currently operating 3 buildings and 328 units of Social Housing in Yaletown of Vancouver.

Provides a number of administrative tasks that facilitate the Executive Directors ability to effectively lead the organization including assisting with special projects, designing and producing complex documents and reports.

Includes accounting, maintaining all IT/computer systems and statistics. Responsible for developing and maintaining Emergency Preparedness systems and controls.


DUTIES & RESPONSIBILITIES:


Accounting/Administration

• Reviews all invoices and provides budget coding for payment by out outside accountants including payroll. Distribution and mailing of cheques to contractors._
• Coordinates bimonthly collection and recording of petty cash and mileage from all staff and time sheets from part time staff. _
• Responsible for all purchasing for The 127 Society. Maintains all inventory control systems._
• Coordinates and prepares all tenant income/rent reviews and updates._
• Prepares all letters, leases and documentation for new tenants for interviews by Community Workers._
• Assists Community Workers with rent collection and bank deposits. _
• Collection and review of rent rolls prior to submitting to accountants. Alerts Manager of Tenant Services of outstanding rents._
• Coordinates and prepares timely return of damage deposits as per RTA._
• Followup of all arrears. Preparation of letters to tenants._
• Responsible for tracking inventory and sales of our two Non-Profit stores._
• Tracks all maintenance and incident reports._
• Cocoordinating documents required for Auditors for annual audits._

• Tenant Rent Reviews

• Subsidy Applications_
• Oversees all reporting to BC Housing and accountants on income reviews and tenant changes by deadlines set by BC Housing._
• Coordinates annual rent review, including collection and review of income verifications with Community Workers._
• Completes all rent review documentation of subsidy forms and letters for signature by tenants (by Community Workers) for government rent subsidies including SAFER by Community Workers and inputs to computerized BC Housing data base._

-
Scheduling of Pest Control_

• Note: Tenant contact will be with Community Workers_
• Works with Maintenance staff on scheduling of monthly pest treatments. Schedules tenant bed bug suite preparation with cleaners. Maintains monthly unit statistics for all units on bed bug infestations and treatments. _
• With Maintenance coordinates treatment dates and prepares written notifications of pest control treatments to tenants as per the Residential Tenancy Act._
• Develops, creates and maintains a computerized tracking of all notifications to tenants and treatments completed._
• With maintenance coordinates in suite cleaning _schedules_ _required for tenants._
• Coordinates scheduling of cleaners and written notifications to tenants._

• Information Technology

• IT_
• Responsible for _coordinating an outside contractor_ _for maintenance of all 127 Society computers, software and security systems._
• Coordinates daily/weekly back up of staff computers._
• Issuance of all The 127 keys and electronic fobs including software program and backup. _
• Coordinates the setup of computers and internet access for tenant computer program including ongoing upgrades and maintenance by outside contractor._
• Provides computer and internet support to all staff. The goto person for trouble shooting and repairing computer problems._
• Coordinates and prepares tenant newsletters._
• Updates The 127 Society web site._
• Records Management_
• Responsible for setting up and maintaining all filing systems for all operations of The 127 Society for Housing._
• Completes monthly reporting_
• Maintains up to date files and records_
• Policy and Procedures_
• Assists in developing and maintaining training and procedure manuals. Creates, designs and updates all forms. _

• Emergency Preparedness_ _

• Works with the Executive Director in developing and maintaining all emergency protocol systems and related documentation. _
• Schedules and coordinates quarterly tenant fire evacuation drills with Community Workers._
• Orders and maintains inventory of Emergency Preparedness supplies._
• Attends staff meetings and prepares minutes_
• Any other duties as directed by Executive Director_
• Qualifications & Experience_: _
• 10 years Senior Administrative work exp