Are you the kind of person who works well with a variety of people? Are you dedicated to social justice and affordable housing for all? Do you have a strong background in social housing and residential rentals?
CCOC is looking for a casual worker to act as a Rental Officer in our Rental department for an undetermined period of time.
CCOC is a community-based, tenant- and member-directed, non-profit housing organization whose mission is to create, maintain and promote housing for low and moderate income people. We value diversity, collaboration, inclusive and open decision-making, innovation, creativity and sustainability.
Compensation: Starting wage between $52,336 and $59,812, based on experience and qualifications.
Application Deadline: 8:00am on Monday, April 12, 2021
It is CCOC’s goal to be an inclusive organization and we are dedicated to building a workforce that reflects the diversity of the community in which we live and serve. We, therefore, actively seek to recruit candidates who are Indigenous, Black, Persons of Colour (IBPoC), persons from the LGBTQ2+ community, persons with disabilities and women.
Preference will be given to candidates with skills in additional languages, and candidates with personal or professional experience with marginalized communities.
Forward resume and cover letter by email to firstname.lastname@example.org. Your cover letter should specifically address how you meet the education, experience, competencies and skills listed in this job description. While we appreciate all applications, only those selected for an interview will be contacted. Due to the COVID-19 pandemic, all interviews will be held via videoconference.
If you require accommodation during the interview process, please advise us when initially contacted.
This is a casual position with no fixed term. We expect the employee will work 35 hours per week from Monday to Friday for at least 4 weeks (with possibility of extension).
Reports To: Director, Rental Department
Department: Rental Department
The Rental Officer works as part of a team and is responsible for coordinating the ongoing leasing of assigned buildings, managing tenant related matters, administering associated rental activities, providing liaison with custodians, The Registry, social agencies and other community partners.
Responsibilities (this is not an exhaustive list)
1. Coordinates the ongoing leasing of assigned building in consultation with Facilities, Finance and other Rental staff by:
- Receiving move-out notices from tenants and ensuring move-out letters and tenant questionnaires are sent out;
- Consulting with Rental Director to confirm market and subsidized status;
- Informing custodians of upcoming vacancies, move-ins and maintenance work;
- Coordinating with tenants and custodians the viewing of units by prospective tenants;
- Coordinating move-out/in dates in consultation with the tenant and Operations Managers;
- Checking CCOC’s transfer waiting list for tenants as units become vacant for appropriate placement;
- Answering inquiries and processing applications from prospective tenants, including credit and tenancy checks, income verification, preparing leases and inputting tenant data;
- Reviewing applications for subsidized housing and updating documentation from prospective tenants to ensure their eligibility, including priority confirmation and outstanding arrears with other social housing providers;
- Coordinating the Lease Signing/Orientation sessions with new tenants, delivering the information at the sessions and ensuring the information is always up to date and relevant.
2. Manages tenant related matters at assigned buildings by:
- Responding to complaints from tenants in a timely manner and providing written documentation on complaints and action taken. Advising the Rental Director of any situation/problem where additional intervention and/or legal action may be required;
- Where complaints are complex and involve multiple departments, working with other departments to coordinate responses to complaints; problem-solving relating to possible changes in practices or procedures;
- Evaluating challenging tenant behaviour and history to assess potential risk to others and/or property; consult with the Rental Director to problem solve and together devise an action plan and strategy;
- Making applications to the Landlord Tenant Board and/or Provincial Court to proceed with eviction and representing CCOC/CCHC at court hearings;
- Making application to the Sheriff’s office for eviction when necessary;
- Carries out regular on-site visits to assigned buildings to ensure curb appeal and reports situations requiring attention to the Rental Director and the Operations Managers;
- Identifies and implements marketing and advertising strategies for assigned buildings in consultation with the Rental Director. Coordinates marketing and social media strategies with the Communications Officer where appropriate.
3. Assisting with Lease Renewals by:
- Ensuring proper income verification and other required documents are received;
- Calculating rents and imputing revised rents and updating tenant files;
- Verifying rent calculations completed by other Rental Officers to ensure that subsidy guidelines and regulations are respected and reviewing monthly Rent Supplement claims to verify data.
4. Administering parking by:
- Coordinating parking rentals including assignment of parking, maintaining files, data entry and keeping custodians apprised of all parking changes;
- Keeping an up to date waiting list of parking requests;
- Preparing parking leases and arranging for their signing;
- Coordinating the monitoring of tenant and visitor parking and issuing notices to those in violation of CCOC parking policies and authorizing ticketing and towing, as required; and
- Informing tenants and non-tenants of parking rate increases.
5. Administers associated rental activities by:
- Updating the CCOC website, including the posting of vacancies;
- Providing information to tenants requesting transfers and rent subsidies, including CCOC housing stock, eligibility criteria and procedures for applying and ongoing eligibility criteria;
- Consulting with the Rental Director on problematic applications or exceptions to established policies; and
- Ensuring applicants are treated fairly throughout the application and tenant placement process in conformity with CCOC’s policies and procedures, as well as applicable legislation;
- Compiling Rental statistical data for applicable funding bodies, CCOC Committees and Departments;
- Having current knowledge of the social housing environment, including legislation and market trends in order to provide excellent customer service to applicants, co-workers, community partners and to participate on local workgroups and Committees;
- Participating as a panelist, when required, on the City of Ottawa Internal Review Panel.
6. Provides liaison with The Registry, Community Partners and the broader community by:
- Updating the Registry database on all applicant activity and all discussion with applicant that relates to housing need/requirements;
- Contacting Registry staff to discuss database issues or additional information required and dialogue with the Rental Director;
- Reporting to the Rental Director on problems with the database or other concerns;
- Providing information to non-tenants regarding The Registry and subsidized housing;
- Referring tenants to appropriate community partners and other agencies for support;
- Advising and consulting with community partners on tenant-related and housing support issues;
- Participating in case management meetings with tenants and their support agency(ies) for complex issues.
7. Performs other duties as requested by the Rental Director or the Executive Director
This position supports the work of Centretown Citizens Ottawa Corporation, Centretown Citizens Housing Co-Operative and Cahdco (Centretown Affordable Housing Development Corporation).
Education and Experience
- 2 years of post-secondary education
- 5 years of related work experience
- Experience and formal training combined with demonstrated performance may substitute for stipulated requirements
- Intermediate ability to use Microsoft Office Suite
- Knowledge of Yardi Voyager is considered an asset
- Advanced verbal and written communication in English and French is required
- Knowledge of additional language is considered an asset
- Familiarity with property management practices, the Residential Tenancies Act, Landlord Tenant Board processes and the social housing sector is an asset