Administrative Assistant and Property Management Coordinator

Working under the supervision of the Housing Supervisor, the Administrative and Property Management Coordinator will perform a variety of tasks in regard to support for programming occurring for the Housing team including elements of property management. The Administrative and Property Management Coordinator will be required to both take direction and work intuitively to support the completion of the program’s goals and objectives in a professional manner. This position also provides administrative support to the Housing department and maintains effective communication with service and program areas external to the Housing team and within The Mustard Seed.

Employment Type: Full time
Schedule: Monday to Friday, 8:30 AM to 4:30 PM
Reporting to: Housing Supervisor
City: Saskatoon
Number of Positions to Fill: 1
RFR #: 1100

DUTIES AND RESPONSIBILITIES:
• Perform clerical and administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings for the Housing Manager or specific programs
• In collaboration with Housing Manger perform Tenant Management in accordance with Permanent Supporting Housing Tenancy Act, Residential Tenancies Act, Residential Tenancies Regulations and The Mustard Seed policies including but not limited to:
o Provide oversight to elements of property management including lease agreements, rent collections and management,
o Perform Lease Management including overseeing the creation, renewal, and termination of rental agreements or leases with tenants
o Address complaints and issues in collaboration with the housing team and acting as the point of contact for tenant concerns related to maintenance, disputes with other tenants, or questions about the lease.
o Enforce rules and policies to ensure tenants adhere to the terms of their leases, including rules around noise, pets, or the use of common areas
o Management evictions and legal compliance including where tenants violate lease agreements and initiating eviction proceedings when necessary, and ensuring all actions are in compliance with local housing laws
o Management evictions and legal compliance including where tenants violate lease agreements and initiating eviction proceedings when necessary, and ensuring all actions are in compliance with local housing laws
o Abide by all Health and Safety protocols including completing a report for all incidents that occur including near misses, in a timely manner
• Work collaboratively with other non-profit agencies, donors, volunteers, and cross departmentally
• Prepare meeting agendas, records and distribute meeting minutes, and maintain organized files of same
• Produce and/or assist in the production of all required internal and external reports
• Regularly review progress on standard department deliverables and takes appropriate action to ensure timely completion of all department tasks
• Coordinate accounts payable, credit card transactions, rent, donations, and other monetary transactions as needed.
• Order office supplies
• Coordinates and organizes activities related to specified programming to support ongoing services
• As required, track and report on Grants / Funding in relation to the Housing department
• Prepare monthly reports, update KPI’s, and code monthly credit card statements
• Assist in data collection and research for current or future program development
• Coordinate and monitor time off requests for supervisors and managers within programming
• Coordinate, organize, and facilitate department and leadership meetings as required
• Complete internal and external correspondence, legal documents, form letters and other documents, and distribute them as directed
• Develop and maintain effective working relationships between programming departments within the Mustard Seed
• Work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives
• Other duties as assigned

MINIMUM QUALIFICATIONS AND SKILLS
• 3 years proven administrative experience
• Knowledge of property management systems and procedures
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Exceptional interpersonal skills
• Proven individual and team management skills
• Proficient in MS Office including Excel
• Cultural sensitivity and respect for client individuality and self determination
• A broad knowledge of and experience working with Indigenous communities is an asset
• Demonstrate professionalism and discretion, when dealing with confidential information
• Experience using eCompliance and UKG, is considered an asset
• Non-Violent Crisis Intervention, First Aid, Knowledge of overdose response, and safeTalk, is considered an asset.

WORKING CONDITIONS
• This position is primarily an office position and office space will be provided – sitting for extended periods of time is involved
• Time in excess of regular working hours may be required on occasion
• Traveling, driving personal vehicle, sitting, and standing are required as part of this role
• Significantly fast paced and demanding work environment
• Employees are to be aware that many of our clients may experience difficulties or impairment at times, which could result in them uttering threats, discriminatory statements, and other insults at your person This may in a raised voice, or in seeing unpredictable behaviour up to and including the possibility of them becoming aggressive.
o Training on how to respond is provided, but this is to be considered typical working conditions. Many of our clients are unaware of the impact of these comments.

ADDITIONAL REQUIREMENTS
• As The Mustard Seed is a Christian ministry, we require our employees sign an agreement indicating that they will respect and not detract from our Statement of Faith
• A satisfactory Employment Background Check and Vulnerable Sector Search, is required
• Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer
This position requires the use of a personal vehicle for company use. The candidate must have a valid driver’s licence and maintain $2M Vehicle Liability insurance on the vehicle being used. This position may also require the use of a company vehicle. Candidate must have and maintain valid driver’s licence and will need to consent to a driver’s abstract request.

COMPENSATION & BENEFITS
The Mustard Seed offers a competitive compensation package including 100% employer paid extended health and dental benefits for staff and dependents, matching RRSP after one year of service, and wellness days.

NOTE
• Your privacy is important to us. The information we collect is used solely for consideration for employment.
• We thank all candidates for their interest, however, only those candidates selected for an interview will be contacted. The Mustard Seed reserves the right to amend job advertisements. No phone calls please.
• Please visit our careers page to see more job opportunities.