Job Title: Tenant Relations Officer
Reports To: Housing Supervisor
Saulteau First Nations Mission
We strive to be the Best Governed Nation, one that is proud, culturally strong and self-sufficient. As stewards of the land we will ensure that the best sustainable practices are followed, now and in the future. We remain proudly determined.
The Tenants Relations Officer establishes and maintains positive relations and communication between Saulteau First Nations (SFN) Tenants and the SFN housing Department. They work as part of the Housing team to ensure SFN members understand the housing policies, application process, rules, and regulations applicable to on-reserve housing.
Duties and Responsibilities
Property and Tenant Management
- Assists the housing manager with applications for tenancy including:
- Explains the eligibility and applications process with potential applicants.
- Assists with application process.
- Enters applications into a software program.
- Upon approval of the housing supervisor, allocates units to approved applicants when units are available:
- Prepares and manages rental agreements and leases.
- Processes tenant check-ins.
- Explains the policy, tenant agreement and responsibility of tenant as it pertains to home maintenance.
- Ensures the tenants are charged the correct amounts.
- Provides tenants with monthly rent invoices and statements.
- Completes the walk through with the tenant prior to move in day, and completes walk through forms to identify any deficiencies etc.
- Explains the rental deduction process, the rental and arrear collections process and paperwork specific to collections.
- Completes paperwork with respect to rent deduction and arrears collection.
- Processes the move out forms with tenants and addresses any deficiencies found on final walkthrough; determine if damage deposit deduction is required.
- Documents tenants’ housing concerns and liaises with Asset Administrator to ensure they are prioritized and scheduled accordingly.
- Track’s complaints and prepares notices to be sent to tenants with regards to noise, RCMP interventions, abandonment of the property, etc.
- Ensures tenants comply with the terms and conditions of their rental agreement, aiding to ensure that they are meeting their responsibilities.
- Educates tenants on best practices of home maintenance.
- Encourages tenants to look after their homes and address the minor repairs quickly before they become problematic.
- Reports and works with Housing Supervisor on repair schedule to ensure that the tenant and property is looked after as per policy.
- Conducts home visits and annual home inspections of all properties to ensure that SFN assets are being maintained.
- Completes and records results of home inspections.
- Follows up on basic repairs required or undertaken and updates database.
- Liaises with CMHC and insurance adjusters as required.
- Relays information to tenants such as safety drills, security notices, disruption of services, maintenance notices, etc.
- Monitors and takes appropriate action with respect to breaches in agreements per policy. Prepares eviction notices and letters as required.
- Maintains work order system and schedules maintenance; updates weekly and as required for emergency situations.
- Identifies and communicates emergency situations requiring immediate attention to the Housing Manager.
- Manages and maintains the database of SFN housing and tenant information.
- Establishes and maintains tenant files, house (property) files, and records of all communication and correspondence.
- Maintains the record of applications for on reserve housing.
- Complies data to generate reports for financial reporting and balancing. Reviews related invoices and updates database accordingly.
- Maintains a positive image and professional working relationship for the Saulteau First Nations with industry, government, other First Nations, non-governmental organizations, staff, community members and others.
Qualifications and Skills
- Business administration diploma or equivalent with 1-2 years combined basic accounting or experience with financial statements and budgets.
- Proficient computer skills in Microsoft Office; Adagio Software knowledge is an asset.
- Knowledge of Building Code is an asset.
- Must possess a high level of moral judgment for handling confidential information.
- An understanding or willingness to learn the operations of First Nations Band and Social Housing programs, with knowledge of relevant regulations.
- Possesses cultural awareness and sensitivity to traditional Aboriginal values.
- Conflict resolution skills, as well as the ability to deal with stressful situations.
- Excellent communication skills, both written and oral; ability to collate information in a meaningful manner.
- Ability to solve problems, set priorities, make effective decisions, and manage time effectively.
- Organization skills; attention to detail, documentation, and meticulous in filing.
- Ability to work with little supervision when required but also able to work collaboratively with colleagues, supporting the Housing Manager, and Project Manager as needed.
- Experience dealing with INAC is an asset.
- Valid criminal records check.
- Valid class 5 driver’s license and driver’s abstract.
- Work is performed primarily during the hours of 8:00 a.m. to 4:30 p.m. Monday through Thursday.
- Travel may be required within SFN community and surrounding community.
- Lifting or moving up to 20 lbs may be required.