Description

Position Title: Administrative Coordinator - Finance

Competition: 25-062

Reports to: Controller

**Union:**BCGEU

Compensation: $27.39-$29.69/hour

**Schedule:**8:30am-4:00pm, Monday-Friday (75 hours bi-weekly)

Posting Closing Date: September 12, 2025 at 4pm

Organizational Focus:

Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.

Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

Position’s Primary Objectives:

This position reports directly to the Controller and is responsible for providing administration support for the Finance and Resident Services team.

1. Income Reviews

• Performs income review and verification on subsidized tenants on an annual basis or when resident income needs change; perform rent contribution and subsidy calculation; advising residents of their new Tenant Rent Contribution; updating ERP systems according to new reviews; and maintaining a document management system for the resident files and BC Housing files.
• Training various teams on the new income limits and required documentation to perform income verification.
• Assist in providing information for audit requests over income verification from various stakeholders.

2. Accounts Receivable support for Victoria and Nanaimo:

• Drafting and posting (where applicable) arrears letters for residents;
• Tracking all property A/R and updating Finance & RSCs on progress and/or who requires a 10 day NTT to be issued;
• Completing under $100 Yardi chargebacks & preparing chargeback documentation; and
• BC Hydro invoicing – verify unit is vacant and advise A/R to pay invoice.

3. General Administration support:

• Ensure accuracy of relevant information of each resident;
• Organize work requirements to meet multiple deadlines to legislative requirements;
• Entering prospective resident applications into Yardi;
• Provide general administrative support for RSCs and Finance;
• Processing applications for Pacifica Housing units;
• Notice preparation and delivery’;
• Conducts all Rent reviews; and
• Other administrative duties as assigned by the Controller.

4. Vacant unit administrative support (move-in) – as required:

• Complete notifications and forms for resident move-in process, enter in Yardi and other databases, and generate move in, confirmation letters;
• Assist Resident Services Coordinators in calculating monthly rental rates for new (on offer from BC Housing Waiting List) and existing (internal transfers and additions/deletions to households) residents obtaining required income, household and other supporting documentation and forwarding to Resident Services Coordinator(s) for approval; generate leases, ensuring accuracy of relevant information (e.g address, term of lease, rent) and forward to Resident Services Coordinator(s) for authorization; and
• Set up resident documentation complete with lease signing packages, keys and required documentation for Resident Services Coordinator(s).

5. Finance:

• Performs day-to-day accounts receivable transaction processing including:
• Receiving and verifying rental payments and other receivables;
• Clarifies and resolves discrepancies with accounts;
• Recording all changes to resident rent contributions;
• Notifying Finance and Resident Services department regarding outstanding accounts, preparing information on late rental payments and reporting monthly to Resident Services;
• Charging back residents for the cost of any repairs processing security deposits and maintaining an up- to- date reconciliation of security deposits including the most current interest rate calculations as determined by the Residential Tenancy Branch under the Residential Tenancy Act;
• Recording/entering all relevant data in the financial system;
• Preparing bank deposits;
• Maintaining accurate files and documentation in accordance with financial policies and accepted accounting practices;
• Billing contractors for services provided such as VIHA;
• Assisting with month-end processes, such as entering month end entries and various reports and account analyses; and
• Assist with reconciling day-to-day bank transactions, funding registries, and month-end statements.

Requirements

Qualifications (minimum Education and Experience requirements):

Note: An equivalent combination of education and experience may be considered.

Education:

• Formal post-secondary training in accounting.
• Certificate or diploma in Office Administration or related post secondary qualification.

Experience:

• A minimum of 2 year related property management experience, preferably in a non-profit housing environment is an asset.
• A minimum of 2 years related accounting experience is an asset.
• Experience with and knowledge of related software programs preferable (i.e. Microsoft Office particularly Excel, Yardi).

Knowledge, Skills and Abilities:

• Strong organizational and time management skills.
• Knowledge of the Residential Tenancy Act.
• Ability to operate as part of an interdisciplinary team.
• Ability to work to deadlines.
• Proficient in MS Office programs including Word, Outlook and Excel.
• Knowledge of Yardi Property Management software an asset.

As Pacifica Housing works with vulnerable populations, We require all staff to successfully clear a Vulnerable Sectors Criminal Record Check run by the Ministry of Justice. Any offer of employment is contingent on the applicant providing proof of criminal record check prior to commencing employment.

Please note: While this position is posted externally concurrently, members within the collective bargaining unit will receive first consideration in any appointment.

Benefits

• A mission driven and meaningful working environment.
• Competitive salary from a Certified Living Wage Employer.
• Career development and internal advancement opportunities.
• Minimum six (6) percent vacation accrual rate, excellent benefits package and union pension plan for permanent staff working 20+ hours per week (includes extended health and dental, life insurance, and more).
• Wellness time for permanent staff working 20+ hours per week.
• Employee assistance program available to all staff.
• Organization and individual training opportunities.
• Social committee that includes robust team building and staff social events.
• Dog friendly offices.

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.

Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, and diversability.