Under the supervision of the Director of Programming & Operations, the Housing Assistant / Receptionist is a people-person who loves working with others and is committed to IRCOM’s mandate to empower newcomer families to integrate into the wider community. This staff is detail oriented, efficient and resourceful, with strong interpersonal, organizational and administrative skills. The ideal candidate will enjoy multi-tasking in a fast paced, multi-cultural environment. The Housing Assistant / Receptionist will exhibit and uphold IRCOM’s core values of integration, inclusion, social justice and empowerment working in a way that is people-centered, holistic and partnership based.

Objective

The objective of the Housing Assistant / Receptionist position is to serve as the face of the organization for all visitors, tenants and the general public. Further, they are responsible for providing administrative and reception services to the IRCOM Ellen site as well as being the principal housing resource for newcomer families living at IRCOM Ellen. As a member of a five person administration team, this role works in cooperation with all staff to meet the newcomer community’s settlement needs.

Receptionist Duties

Reception

• Reception: Greet and direct visitors, tenants, housing applicants, answer the phone, take messages
• Answer housing related phone calls and inquiries, maintain an office that welcomes newcomers

Office Management

• Implement office procedures and develop new procedures as needed
• Organize storage room and keep office space professional and in order
• Collect and distribute mail, file documents
• Keep office and kitchen supplies adequately stocked, including the purchase of office supplies
• Oversee booking and scheduling of IRCOM facilities by staff and external groups
• Ensure telephone system, internal server and other technology is operational and inform appropriate support person of problems
• Maintain office equipment and call contractors when repairs are required

Housing Duties

General Administration

• Distribute notices and house communication documents to tenants
• Maintain filing system
• Develop, coordinate and maintain house administrative procedures
• Maintain confidentiality and privacy of all tenant communication and files

Housing Support

• Inform relevant staff of move out and move in dates. Assist the House Manager with housing needs, such as walk-through, tenant repair requests, orientations, move-ins and move-outs
• Track maintenance issues which are informed by tenants or staff, then notify the house manager/caretaker
• Calculate rent amount based on relevant IRCOM policies
• Collect rent cheques and maintain rent collection database in cooperation with IRCOM’s accountant
• Manage the Ellen parking lot waitlist
• Work closely with the Community Resource Program to develop workshops, methods and processes to best support tenants
• Collect tenant repair requests and coordinate schedule with House Manager tracking completion date

Tenant Relations

• Mediate complaints and conflicts involving IRCOM House tenants
• Respond to problems of noise, cleanliness, suite maintenance, etc.
• Educate tenants on tenant rights and responsibilities in Canada through personal discussions as well as workshops
• Help IRCOM tenants understand pest management procedures, suite preparation instructions and unwanted furniture removal procedures
• Be able to maintain IRCOM House rules with kind authority

Next Stage Housing

• Liaise with EIA with respect to tenant needs regarding housing
• Provide and support tenants in completing next stage housing applications
• Refer tenants to New Journey Housing for additional support after first year at IRCOM
• Facilitate a smooth move out process in collaboration with relevant staff including set up of Tenant Exit
• Interviews with the Executive Director or designate
• Provide tenancy references as requested
• Prepare and deliver tenancy related documents as required by the Residential Tenancies Act
• Attend RTB hearings and mediations on behalf of IRCOM House Inc.

Communications & Reporting

• Maintain and provide current tenant rental and demographic information, including rent calculations and parking information
• Organize contributions for, put together and deliver, the IRCOM House monthly tenant newsletter
• Issue letters of correspondence on behalf of IRCOM House Inc
• Oversee the parking lot and handle tenant and staff complaints and concerns
• Meet weekly with relevant staff to ensure strong cross-departmental communication
• Compile data as required for the completion of all housing related MHRC requested reports managing MHRC timelines
• Perform rent related duties (rent collection, deposits, receipts, annual rent reviews and lease signing, rent calculations, tax receipts)

Qualifications

• Post-secondary education or diploma plus a minimum 2 years direct administrative experience OR equivalent combination of education and experience
• Must be open-minded, resourceful, highly motivated, creative and independent
• Demonstrated knowledge of the Residential Tenancies Act and procedures
• Experience working in a housing facility
• Strong organizational skills and the ability to prioritize work
• Strong written and oral English communication skills
• Extensive computer experience with Microsoft applications and experience creating, designing and manipulating spreadsheets
• Excellent cross-cultural and team work skills
• Ability to work with people from diverse cultural backgrounds
• Strong understanding of the immigration process and challenges
• Demonstrated strong commitment to supporting and empowering the newcomer community through previous volunteering / community involvement
• International education/experience is recognized
• Newcomer experience is an asset
• Knowledge of a second language is an asset

Hours of work

This is a full-time position to a maximum of 37.5 hours per week. The Housing Assistant/Receptionist’s hours will take place predominantly during IRCOM business hours between 9am and 5pm, Monday to Friday. However, staff may have to work some evenings and weekends.

Other

The salary for this position is $32,480.

Employment Equity is a factor in selection. Applicants are requested to indicate in their covering letter or résumé if they are from any of the following groups: women, Aboriginal people, visible minorities and persons with a disability.

To apply for this position please submit your résumé and cover letter by May 9, 2016 to:

Office Administrator
95 Ellen Street
Winnipeg, Manitoba R3A 1S8
Email: admin at ircom.ca
Fax: 204 - 943 – 4810

Please make sure your cover letter and résumé clearly indicate which position(s) you are applying for and how you meet the qualifications.

SOURCE: IRCOM