Office Administrator – Rental Office

Job Description:

Purpose of the Position
The primary purpose of the Office Administrator is to manage the Rental Office, train and mentor Rental Intake Officers, educate the public, and provide confidential administrative support to the Director. Education to tenants and landlords, and timely, accurate, and complete processing of applications, compliance, investigations, and inquiries filed pursuant to the Residential Tenancy Act and Regulations, is vital to the efficiency of the Rental Office.

Duties

• Provide confidential administrative support to the Director;
• Manage the Rental Office work flow and assignment of the work to Rental Intake Officers;
• Train and mentor Rental Intake Officers;
• Provide leadership, supervision and daily operational direction to Rental Intake Officers;
• Develop and implement a public education strategy to promote the understanding of rights, responsibilities, and remedies available to landlords and tenants;
• Collaborate with the Director and external organizations, stakeholders and partners regarding public education;
• Develop education sessions for landlords and tenants;
• Develop and implement operational policies, guidelines, information bulletins, and procedures with respect to hearing schedules, evidence deadlines, and hearing processes;
• Collaborate with the Director on revision of Forms, best practices, and operational evaluations;
• Coordinate the operation and management of the Rental Property Management System including maintaining all     statistical information;
• Identify requirements and ensure that the supplies and equipment required by the Rental Office are available;
• First point of contact for reception, Rental Intake Officers, challenging clients, IT, Environmental Health, Renting   PEI (CLI), Commission Clerk, and Communications Advisor;
• Manage special projects identified to assist the Rental Office including website content, FAQ’s, and proper file     maintenance; and
• Such other related duties as may be assigned to meet organizational needs.

Working Conditions
Physical, Mental Visual: Minimal physical activity is required; however, the work environment may be demanding when dealing with the public, remaining diplomatic, staying organized and maintaining effective working relationships. Short periods of travel away from the office environment may be required on occasion.

Qualifications

• Post-secondary degree or diploma from a recognized university or college.
• Supervisory experience is an asset.
• Demonstrate excellent communication skills and the ability to respect and maintain confidentiality, with strong  written and oral communication abilities complemented by proven strong leadership skills.
• Extensive related work experience in an office environment.
• Must be able to work independently, with minimal supervision, and be highly self motivated and directed.
• Must be able to communicate legislative procedures in a user-friendly manner; actively listen and maintain a customer service orientation. The ability to remain diplomatic and impartial is essential.
• Prior experience in conflict resolution, dealing with rental clients, and administering legislation is an asset.
• Must have excellent computer skills (Microsoft Office Suite).
• Bilingualism, or fluency in a third language, would be a definite asset.
• Excellent interpersonal and presentation skills. Detail-oriented and highly organized with the ability to manage   multiple priorities and deadlines.
• Must have knowledge of the Residential Tenancy Act and the Regulations and the ability to interpret and apply legislation.

This competition may be used to fill future job vacancies.

Applicants are requested to clearly detail in their letter of application how their qualifications relate to the position as advertised. Applicants will be screened based on the information provided. The Commission thanks all applicants; however, only those being interviewed will be contacted.

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