Entry level admin assistant Jobs in Victoria, BC

Description

Position Title: Front Desk Assistant - Temporary position

Posting Number: #26-060

Reports to: Manager of Resident Services

Union: BCGEU

Compensation: $25.43-$27.85/hour

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

Term: Full time, TEMPORARY with an anticipated end date of December 11, 2026, with possibility of extension.

Posting Closing Date: September 15, 2026 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:

The Front Desk Assistant represents Pacifica Housing as the first point of contact at the main office for residents and new applicants for housing, as well as a variety of other visitors.

Participates as a key member of the Supportive Services team responsible for all public facing resident interactions including:

• Represents Pacifica Housing as the first point of contact at the reception desk of the main office.
• Provides front line support to residents and applicants for tenancy.
• Performs a variety of administrative duties.

Key Responsibilities:

1. Performs reception duties including:

• greeting all in-person visitors to the main office and re-directing visitors with appointments to appropriate staff;
• answering telephone inquiries that are not routed directly to staff;
• sorting and distributing mail and preparing packages for courier dispatch; and
• monitoring, ordering and receiving office supplies.

2. Provides front line support to residents and to people seeking housing information including:

• working collaboratively with the Resident Services team to ensure information provided to residents and applicants for housing is current and consistent;
• providing information and answering questions regarding non-profit housing programs and eligibility requirements;
• responding to general inquiries regarding market housing vacancies;
• referring ineligible persons to suitable community agencies and resources;
• assisting with resident appointments by obtaining basic information, assisting in completing forms and booking appointments with staff;
• ensuring current residents are fully aware of Pacifica Housing policies;
• receiving Rent Subsidy Applications and ensuring accompanying supporting documentation is complete;
• receiving rental payments including debits, Ministry subsidy payments, post-dated cheques; and
• preparing Statements of Account for residents.

3. Performs a variety of administrative duties including:

• verifying and batching rental payments in the financial system for the attention of Accounting staff;
• processing pre-authorized debit (PAD) agreements for rental payments; and
• maintaining filing systems and other records.

4. Performs file auditing duties to ensure all files and documents are accurate and up to date including:

• create and add material to hard copy files as needed for record keeping;
• update database of digital records for redundancy;
• audit each resident files to make sure important content is in the file: lease, signature, inspection reports, etc.; and
• organize and categorize documents to make sure the documents are in the right resident file package.

5. Performs other related duties such as:

• assisting with administrative overflow and special projects from other departments, as needed.

Requirements

Education:

• High school diploma or GED

Experience:

• A minimum of 2 years prior related experience with a strong customer-service focus

Knowledge, Skills and Abilities:

• Knowledge of local community resources an asset.
• Proficient in MS Office programs including Excel, Word and Outlook.
• Knowledge of Yardi Property Management software an asset.
• Excellent keyboarding and data entry skills, mathematical aptitude as well as attention to detail and accuracy.
• Exceptional customer-service skills and effective in both verbal and written communication.
• Proven ability to work under pressure during periods of high volume.
• Knowledge of filing systems.
• Great attention to detail and excellent organizational skills.

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 the appointment.

Benefits

• A mission driven and meaningful working environment.
• Competitive salary from a Certified Living Wage Employer.
• Minimum six (6) percent vacation accrual rate for all regular employees
• Excellent benefits package for regular employees (includes extended health and dental, life insurance, and more).
• Competitive BCGEU Pension Plan.
• Employee assistance program.
• Wellness time.
• Career development and internal advancement opportunities.
• Organization and individual training opportunities.
• 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.