Maintenance/Tenant Services Administrator


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Position Title: Maintenance/Tenant Services Administrator

Department: Property Services

Pay Range: Commensurate with experience

Reports to: Senior Manager of Maintenance and Capital Asset Planning

How to apply: Please send your resume and cover letter by September 24th, 2019 at 11:59pm.

Organizational Focus:

As a non-profit charitable organization, Pacifica Housing's vision is better lives through affordable homes and community connections. Our mission is to be a leading innovative provider of affordable homes and support services that contribute to the independence of individuals and families.

Pacifica Housing is a rapidly growing organization dedicated to meeting the housing and support needs of our community. As one of the largest non-profit housing providers on Vancouver Island, we are committed to building up our fast-growing team with a culture built to support and drive our people, and to reinforce our team with caring, responsible innovators.

The Maintenance/ Tenant Services Administrator provides administrative support to the Senior Manager of Maintenance and Capital Asset Planning. This position assists with various aspects of Capital Asset Management.

Position’s Primary Objectives:

  • Providing administrative support to the Property Services Department; and
  • Assisting in project coordination, the development of an emergency preparedness plan (including building plans, emergency kits, and evacuation plans).

Key Responsibilities:

  • Provides administrative support to the Senior Manager of Maintenance and Capital Asset Planning, including:
  • assist in the development of funding requests for accessibility improvement projects, documenting project progress, and documenting opportunities for capital improvement projects;
  • administrative duties such as filing, scanning, copying, the creation and posting of notices for entry, and the creation of purchase orders as required;
  • preparing all quotes and tender packages for the Senior Manager of Maintenance and Capital Asset Planning;
  • responding to inquiries on a timely basis from tenants/contractors/general public regarding capital work requirements; and
  • assist with the development and monitoring of property management systems.
  • Performs a variety of clerical and general office support functions including:
  • assisting with administrative overflow and special projects from other departments, as needed;
  • preparing and typing correspondence, letters and reports, ensuring timely response to inquiries and issues;
  • maintaining filing systems;
  • receiving and directing incoming correspondence, invoices, work requests etc.; and
  • undertaking special projects as assigned and perform other related duties as required.

Qualifications (minimum Education and Experience requirements):


  • A Diploma or Degree in an Administration, Office Assistant, Business, or Property Management would be preferred.


  • A minimum of 2 years experience in a administration, office assistant, property management, or another related capacity.
  • Experience using spreadsheets or databases.
  • Knowledge of technical building systems.

Knowledge, Skills and Abilities:

  • Attention to detail.
  • Strong organizational and time management skills.
  • High degree of accuracy when working with sensitive files.
  • Excellent communication, presentation and problem solving skills.
  • Proven ability to work effectively and collaboratively with other stake
  • Proficient in MS Office programs including Word, Outlook and Excel.
  • Knowledge of Yardi Property Management software an asset.
  • Knowledge of Ameresco Asset Planner software an asset.

Note: An equivalent combination of education and experience may be considered.

Additional Criteria for Role:

  • Completion of a Criminal Record Check through the Ministry of Justice is required.
  • Must have a valid driver’s licence.

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.

Behavioural Competencies Assigned to the Role:

Core Competencies

Caring: Basic

Creative: Basic

Responsible: Intermediate

Role Specific Competencies

Leadership: Basic

Self Management: Intermediate

Results Orientation: Intermediate

Pacifica Housing is an equity employer and encourages applications from women, persons with disabilities, members of visible minorities, Aboriginal Peoples, people of all sexual orientations and gender identities. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.

Job Types: Full-time, Permanent