Company Overview
At More Than a Roof Housing Society (MTR), our mission is simple yet profound: bringing people home. Every day, we have the privilege of creating spaces where individuals not only find shelter but experience belonging and community. With over 2,000 people already calling our homes their own—and with more joining us every day—we are looking for passionate, purpose-driven individuals who share our heart for transformation. If you’re ready to make a lasting impact and help others find their way home, we invite you to join us. More Than a Roof is a faith-based ministry, guided and operated by those who are mature in the Christian faith.
Summary
We are currently seeking an Associate Building Manager - Administrator to join our team at JK Towers (Mission, BC) in a full-time capacity. Reporting to the Regional Site Coordinator, the Associate Building Manager - Administrator will meet the administrative needs at the specific MTR site/s and to serve our tenant population both practically and personally to provide inclusion, community and a sense of belonging while upholding the mission, vision and values of More Than A Roof.
This position is a in-person role and expected to work 32 hours per week + 5 nights on-call. Based on operational needs across any MTR site, staff are expected to demonstrate flexibility and willingness to support other MTR sites as required.
Responsibilities
Rent & Finance
- Collect rent – record, process and deposit in accordance with MTR procedures.
- Receive payments, issue receipts, complete bank deposits.
- Prepare monthly rent roll, set up and manage EFT payments. Ensure tenant ledger in Arcori is accurate and up to date. Collaborate with the Regional Manager to correct inaccuracies. Maintain up to date knowledge of online systems (Arcori, MS365, etc)
- Issue rent reminders, notices and RTB forms, following procedural guidelines, while maintaining a friendly and approachable manner.
- Maintain petty cash, records & receipts. Submit monthly finance reports as needed.
- Implement annual rent increases as per RTB requirements and established policies.
- Control manageable expense lines and stay within spending guidelines. Review and approve bills, purchase orders.
Tenancy Management
- Maintain up-to-date tenant records with applications, tenancy agreements, move-in/out forms.
- Maintain professional and accountable correspondence with tenants to ensure stable, long-term tenancies.
- Maintain up to date knowledge of the Residential Tenancy Act, and ensure compliance in all administrative areas of work.
- Unit change-over: Complete outgoing paperwork and communication when a tenancy is ending, following tight timelines to reduce vacancy loss; review and select new tenants from waiting list according to MTR policies and in adherence to the operating agreement. Complete intake paperwork for new tenants, establishing a good working relationship from the start, with clearly stated rights and responsibilities
- Create tenant correspondence relating to tenancy breaches and rent in collaboration with Regional Site Coordinator.
- Marketing for vacant unit when required. Maintain active and professional working relationships with neighbourhood contacts in order to fill units promptly. Ensure low vacancy rate is maintained.
- Coordinate with maintenance team regarding unit turnover.
Building Administration
- Administer parking – spot assignments, agreements, monthly payments, annual reminders. Schedule periodic reminder of parking rules.
- Coordinate bookings of common rooms, collect deposit and ensure guidelines as followed. Manage space use agreements.
- Maintain key, bike locker and storage locker records. Coordinate with maintenance staff for key copies and fob programming, ensuring clear and updated records are maintained at all time.
- Maintain laundry cards and records.
Office Administration
- Maintain office supply levels and replenish in a timely and efficient manner.
- Ensure office is clean, welcoming, accessible and hazard free at all times.
- Maintain organised and up to date tenant files and finance documents.
- Prepare and maintain an annual administrative calendar.
Communication
- Maintain clear office hours for drop in visits, or coordinate meetings with tenants as needed. Maintain clear records of all important communication through factual incident reports or meeting summaries.
- Answer telephone and emails promptly, providing attentive present and detailed information, in alignment with communication protocols.
- Maintain updated tenant communication mix and contact lists. Maintain monthly up to date tenant list for Emergency Responders.
- Prepare letters, notices, announcements etc and publish these effectively. Ensure all communications, notice boards etc are up to date, profession and friendly.
- Ensure communication is accessible – in language, method of communication etc, to ensure maximum reach and effectiveness.
- Prepare monthly community newsletter, in coordination with the Regional Site Coordinator and maintenance staff.
- Plan and participate in regular tenant meetings. Maintain minutes and provide updates on action taken.
Tenant Relations and Community Building
- Maintain a respectful, approachable and attentive manner in all interactions with tenants
- Facilitate tenant interactions in alignment with MTR’s community building approach (Asset Based Community Building). Cultivate a strengths-based community building approach.
- Foster tenant involvement and leadership.
- Foster and facilitate volunteer opportunities in consultation with the regional manager.
- Provide planning support for community functions and events, Participate in hosting these events.
- Encourage compliance with ‘house rules’ and tenancy agreement terms, and deal with conflict resolution as necessary
- Perform emergency ‘on call’ duties from Friday 5pm – Monday 5pm. Maintain availability on phone and respond to bona fide emergencies, ensuring all events are recorded appropriately.
- Foster neighbourhood connections and donations, to nurture a network for mutual support.
- Manage and coordinate tenant and external volunteers, maintaining applications forms, criminal record checks and volunteer hour logs.
Working Conditions
MTR employees work closely with members in the vulnerable sector, both within our client base and with the general public. There may be exposure to abuse (verbal or physical), encounters with individuals in unsanitary conditions, and interactions with individuals experiencing emotional issues or vicarious trauma.
More Than a Roof is a faith-based ministry, guided and operated by those who are mature in the Christian faith. This role will involve a component of Christian ministry and outreach. A statement of faith is requested from candidates as part of the application process.
Physical Requirements
Work involves standing and moving around up to 85% of the time including climbing stairs, bending, getting up & down off the floor and repetitive movements like mopping & window washing. Work also involves looking at a computer screen and using a keyboard for up to 15% of the time. Must be able to lift 50lbs occasionally.
Pay: $25.00 per hour
Expected hours: 35.0 per week
Benefits:
- Dental care
- Disability insurance
- Paid time off
- RRSP match
- Wellness program
Work Location: In person
