Tikva Housing Society
ORGANIZATION OVERVIEW
Tikva Housing Society is a charitable non-profit housing society that provides access to innovative and affordable housing solutions, primarily for Jewish individuals and families.
Job Purpose
The Property Services Assistant (PSA) supports Tikva Housing Society’s property services team in building and maintaining positive relationships with Tikva’s tenants. The PSA is responsible for supporting the property services team with a variety of tasks related to administration, tenant rent calculations and successful tenancies.
Duties and Responsibilities
Tenancy Assistance
In the performance of these responsibilities, the Property Services Assistant is accountable for:
- Preparing the tenancy agreement for each selected tenant in a timely manner and
ensuring all required documentation is available for tenant sign-up - Setting up tenant files and entering relevant data in Tikva’s property management software
- Entering work orders for repairs and maintenance items in the property management
system - Arranging meetings with tenants when requested by the Property Management team
- Preparing and sending notices to tenants for annual income reviews, notices of entry
and other bulletins - Updating the property management software with any changes to tenancy,
occupancy, rental amount reviews and tenant-related issues - Administering the annual income review process, including:
- Communicating, receiving and reviewing income verification documents
- Calculating tenant rent contributions based on income information received
- Submitting completed rent subsidy forms to the PM for approval and sign off
- Preparing notices to end the tenancy (NET) for authorization by PM
- Preparing all required documentation for the Residential Tenancy Act dispute resolution
process when requested by the PM - Working with the PM to complete and process Security Deposit Disposition forms in a
timely manner for those tenants who are moving out - Maintaining up-to-date tenant files and ensuring files contain all necessary
documentation as per operating agreements held with the funder as well as per policy - Working in coordination with Accounts Receivable to monitor rent arrears and ensure
that the PM is informed of rent arrears - Assisting in following up with the delivery of maintenance materials and supplies.
Qualifications
Education and Experience
- A high school diploma
- Minimum one (1) year related experience or a combination of education, training &
experience - Experience working in a property management setting
- Experience working with non-profits, social and affordable housing organizations is an
asset
Knowledge, Skills & Abilities
- A good understanding of poverty and experience working directly with people on a
limited income - Basic familiarity with the Residential Tenancy Act
- Computer skills include Outlook, Office 365 and the ability to learn new programs that
may be introduced - Ability to work independently as well as collaboratively as part of a team
- Excellent organizational, interpersonal, written, and oral communication skills
- Russian, Hebrew or a second language is an asset
General Competency Requirements
- Demonstrates exceptional commitment to delivering the highest levels of service to
tenants - Communicates and interacts with a variety of individuals professionally and sensitively,
while maintaining the highest levels of confidentiality - Applies independent judgement and identifies and resolves problems in a timely manner.
Is able to work independently within the parameters of the role
The hours of work are 8:30-4:30 PM Monday through Friday
Working Conditions
Physical: Some walking, meeting tenants and attending tenant events
Mental: Attention to detail, moderate periods of concentration
Psychological: Deals with individuals under stress; engages in difficult conversations
Environmental: Largely indoor work.