Job Overview

The Program Assistant provides vital administrative support to the housing team, ensuring the smooth operation of tenant application processes, rent reviews, and day-to-day office functions. This role is responsible for maintaining accurate records, responding to tenant and applicant inquiries, coordinating documentation, and supporting compliance with housing policies and procedures. The Housing Administrative Assistant help facilitate clear communication between tenants and staff, supports the preparation of reports and notices, and assists with organizing meetings and events. This position requires strong organizational skills, attention to detail, and the ability to handle sensitive information with professionalism and confidentiality.

Start Date: Immediately

Classification/Salary: $24.43 28.04 per hour, JJEP Grid Level 7

Location: Tri-Cities

Hours of Work: 35 hours per week.

Employment end date - One year from the date of hire

Summary of Responsibilities

• Provide information to clients regarding the program.
• Manage the full application process for prospective tenants, from initial inquiry to lease signing.
• Assist with intake and client/applicant tracking, checking program requirement documentation for accuracy and completeness.
• Provide clerical and administrative support to management and program staff: arrange meetings, schedule appointments, book rooms for meetings. Prepare agendas and supporting material for distribution and take minutes at meetings as required.
• Perform data entry functions such as inputting information into databases and contact lists; maintains and updates filing, inventory, mailing lists, registers and/or other records either manually or using a computer.
• Uses desktop software applications to generate spreadsheets, reports and other documents as required; Compiles data and produces reports and statistics as required; undertakes basic analysis and identifies key findings.
• Maintains a variety of financial records, purchase orders, cheque requisitions, process incoming money and invoices as directed in program policies, this includes documentation, receipt and preparing bank deposits.
• Work with staff members to design or adapt systems to improve efficiency/effectiveness and provide accurate record keeping. Ensure that confidential files are secure.

Qualifications:

Education: Grade 12 or equivalent, plus related post-secondary courses in office procedures.

Experience: One (1) year recent related experience. An equivalent combination of education, training and experience will be considered.

Skills:

Proficient with personal computers, with knowledge of MS Office and database programs.

Typing speed of 50 wpm.

Strong organizational skills; able to follow through on administrative procedures; uses time effectively.

Able to work independently, prioritize, use initiative.

Excellent interpersonal skills; telephone reception skills and professional manners.

Our organization

SHAREis an accredited non-profit, independent, community-based organization providing leadership and programs in response to the social needs of the residents of the Tri-Cities (Coquitlam, Port Coquitlam, Port Moody, Anmore and Belcarra), New Westminster and adjacent communities. SHARE Family & Community Services exists toConnect,Engage, andStrengthenIndividuals and Families.

To learn more about SHARE Family & Community Services:

• watch this videohttps://vimeo.com/316966573
• Visit our website athttps://sharesociety.ca/

SHARE recognizes the systemic discrimination that Black, Indigenous, Persons of Colour and many other groups have historically experienced, and continue to face in our society, and in our community. SHARE is committed to being an inclusive, welcoming and unbiased employer and service provider. Further, we are encouraging members of these communities to apply for this position. Please feel free to let us know if you carry any of these identities.

Closing Date: April 30, 2025