Front Desk Assistant
Pacifica Housing, Canada

Position Title:Front Desk Assistant

Posting Number:#24-17

Reports to:Associate Director of Housing

Compensation:$23.27-$25.49/hour

Schedule:8:30am-4:30pm, Monday-Friday (75 hours bi-weekly)

Posting Closing Date:February 20, 2024 at 4pm

Organizational Focus:

Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.

Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

Organizational Focus:

Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.

Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

Position’s Primary Objectives:

The Front Desk Assistant represents Pacifica Housing as the first point of contact at the main office for residents and new applicants for housing, as well as a variety of other visitors.

Participates as a key member of the Supportive Services team responsible for all public facing resident interactions including:

• Represents Pacifica Housing as the first point of contact at the reception desk of the main office.
• Provides front line support to residents and applicants for tenancy.
• Performs a variety of administrative duties.

Key Responsibilities:

1. Performs reception duties including:

• greeting all in-person visitors to the main office and re-directing visitors with appointments to appropriate staff;
• answering telephone inquiries that are not routed directly to staff;
• sorting and distributing mail and preparing packages for courier dispatch; and
• monitoring, ordering and receiving office supplies.

2. Provides front line support to residents and to people seeking housing information including:

• working collaboratively with the Resident Services team to ensure information provided to residents and applicants for housing is current and consistent;
• providing information and answering questions regarding non-profit housing programs and eligibility requirements;
• responding to general inquiries regarding market housing vacancies;
• referring ineligible persons to suitable community agencies and resources;
• assisting with resident appointments by obtaining basic information, assisting in completing forms and booking appointments with staff;
• ensuring current residents are fully aware of Pacifica Housing policies;
• receiving Rent Subsidy Applications and ensuring accompanying supporting documentation is complete;
• receiving rental payments including debits, Ministry subsidy payments, post-dated cheques; and
• preparing Statements of Account for residents.

3. Performs a variety of administrative duties including:

• verifying and batching rental payments in the financial system for the attention of Accounting staff;
• processing pre-authorized debit (PAD) agreements for rental payments; and
• maintaining filing systems and other records.

4. Performs file auditing duties to ensure all files and documents are accurate and up to date including:

• create and add material to hard copy files as needed for record keeping;
• update database of digital records for redundancy;
• audit each resident files to make sure important content is in the file: lease, signature, inspection reports, etc.; and
• organize and categorize documents to make sure the documents are in the right resident file package.

5. Performs other related duties such as:

• assisting with administrative overflow and special projects from other departments, as needed.

Requirements

Education:

• High school diploma or GED

Experience:

• A minimum of 2 years prior related experience with a strong customer-service focus

Knowledge, Skills and Abilities:

• Knowledge of local community resources an asset.
• Proficient in MS Office programs including Excel, Word and Outlook.

Job Rewards and Benefits