Housing Administrative Assistant

The Tla’amin Nation is a modern, forward thinking, self-governing nation located on the beautiful upper Sunshine Coast (qathet Region).

Position Summary

Job Type:                    Full-time, permanent

Hours of Work:           8:30am – 4:30pm, Monday to Friday

Reports to:                  Housing Manager

Department:                Housing

The Housing Administrative Assistant efficiently administers housing operations, tenant interactions, and maintenance coordination. Responsibilities include organizing housing documentation, maintaining privacy, coordinating home inspections and engaging with tenants and contractors, requiring problem solving skills and the ability to manage sensitive information.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tla’amin policies, standards, practices, and procedures as directed by the Housing Manager. Maintains confidentiality as required pertaining to members, clients, employees, and general matters of the Nation.

This role includes, but is not limited to: 

Administrative Support

• Provides day to day administrative assistance to the Housing team. This includes but is not limited to: preparing confidential correspondence and reports, arranging meetings, maintaining filing systems, scheduling, compiling and tracking data.
• Prepares meetings, presentations, print materials, letters, reports, agendas, minutes and travel arrangements, as assigned.
• Maintains necessary inventory of office supplies and ensures ordering and receipt of shipment.
• Attends department meetings, takes accurate minutes, and distributes them as required.
• Coordinates monthly team-building activities and quarterly training or workshops.
• Coordinates accommodation and travel arrangements for housing team members as required.
• Provides financial administrative support for the team, including processing of expense reimbursements, calculating mileage, reconciling credit cards for the Manager and Director, coding purchase orders, and coordinating with Finance regarding contractors and tenant-related expenses.

File and Record Management

• Manages intake of housing requests and ensures files are organized, current and maintained with strict confidentiality.
• Responds to emails directed to housing inboxes and assigns FreshDesk tickets to appropriate team members, including responding to general inquiries.
• Records and reports any matters involving tenant health and safety to the Housing Manager.
• Maintains housing files and records in an orderly fashion and ensures confidentiality and privacy of tenant information.
• Utilizes Xyntax software for data entry and maintains accurate housing database records.

Community and Interdepartmental Administration

• Assists with organizing on-lands and off-lands housing engagements and events, including booking venues, arranging catering, preparing gifts, confirming datasets, and coordinating annual and quarterly activities.
• Assists with the coordination of housing maintenance and renovations in collaboration with the Housing Maintenance Coordinator, including correspondence with contractors, tenants/homeowners, and members of the Public Works team.
• Assists with home visits and supports the Tenant Relations Coordinator by liaising with departments such as Health and Construction Services for appropriate follow-up and assistance.
• Responds to tenant complaints and requests in person, by phone or by email in a timely matter.
• Draft communications with internal and external parties, such as the Neh Motl.
• Other duties as assigned.

Qualifications

Training, Education, Experience

• Minimum of Grade 12 education, with additional courses or training in housing management or administration preferred.
• Experience in housing or rental management, client service, or related field.
• An equivalent combination of education and experience will be considered.
• Acceptable Police Information Check (Vulnerable Sector Check) prior to employment.
• Valid Class 5 Drivers Licence and acceptable Driving Record.

Knowledge, Skills, Abilities

• Experience and/or knowledge of the Tla’amin Nation government structure and Tla’amin people and working with Indigenous communities.
• Knowledge of Xyntax software is an asset; willingness to learn is required.
• Computer proficiency in core Office 365 suite, such as Excel, Word, Outlook, and Teams.
• Excellent office administration skills, including filing and filing systems, organizational and scheduling skills.
• Strong interpersonal and communication skills, capable of managing sensitive interactions.
• Ability to work independently with minimal day-to-day supervision and within a team-based work environment.
• Ability to adhere to strict confidentiality standards.

Working Conditions

Work is performed primarily in an office environment. Occasional travel to attend meetings, training or for property inspections is required. The role may involve moderate physical activity and exposure to weather conditions during property visits.

How to Apply

Please apply by uploading your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/316

Or

Drop-off/mail Attention: Human Resources Department, Tla’amin Nation, 4779 Klahanie Rd, qathet BC, V8A 0C4 

This posting will be open until the position is filled.

We thank all applicants for their interest, however only those shortlisted will be contacted.