Intake And Rent Administration Coordinator

The Intake and Rent Administration Coordinator is responsible for coordinating the end-to-end intake process for the participants we serve. The position also supports the rent administration function based on Rent Geared to Income (RGI) and other guidelines and provides timely and exceptional customer service.

Responsibilities

Intake

• Manage the internal transfer waiting lists and process internal transfer applications.
• Coordinate with other departments of move ins and move outs, including property services, finance, and support services.
• Manage vacancies to minimize vacancy loss.
• Unit viewing and lease signing may occur on housing sites.
• Prepare leases, verify documents, income, and calculate rent for new and transferring tenants. Accept initial rent payment, issue receipts and unit keys. Orientate new tenants of their rights and responsibilities.
• Keep vacancy list for group homes
• Collect, analyze, and report intake related data, including vacancies, referral source, and housing tenure by program.
• Receive notice of terminations /vacancies from tenants and/or staff; inform relevant staff including property services and finance staff.
• Assess eligibility of perspective tenants. Provide information to ineligible applicants.
• Accept and process supportive housing referrals from the Access Point, the City of Toronto, and partner agencies.
• Identify suitable applicants from waiting lists for vacancies, coordinate interviews and/or viewing of units.

Rent Administration

• Implement and maintain electronic fund transfers from tenants for rent payments directly from resident bank accounts.
• Learn and maintain current knowledge of RGI and relevant guidelines for determining rent.
• Provide information and explanations of rent charges to tenants, support workers, managers and other relevant staff.
• Maintain relationships with the partner agencies of group homes. Collect documents, calculate rent, inform the partner agencies, and update Yardi accordingly.
• Communicate with ODSP, OW or other bodies about direct payments and electronic funds transfers.
• Implement the income verification process for all tenants, including issuing letters to tenants, following up with tenants and support teams, initiating changes to rent charges where necessary.

Organizational Responsibilities

• Embrace and demonstrate HLMS values in your actions.
• Represent the agency in a positive manner with clients, colleagues and the community at large.
• Demonstrate personal commitment and culture to wellness.
• Model the organizational values, policies, and professional ethics and demonstrate commitment to the strategic direction.
• Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal HLMS committee’s as required.
• Identify and remove barriers to service excellence.
• Attend supervision meetings with the Manager Quality & Social Housing Administration for the purpose of review of work expectations and performance evaluation.
• Comply with the policies of the HLMS including those pertaining to the confidentiality of client information.
• Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed.
• Participate in a work culture of positive thinking, initiative and creativity.
• Ensure that conduct is in accordance with the Code of Ethics and Standards of Practice of the governing body of their profession, and that all applicable legislation is adhered to.
• Demonstrate active support for organizational direction and priorities in own actions.
• Proactively engage in program and organizational change activities as directed.

COMPETENCIES - TECHNICAL

• Experience in rent calculation for subsidized housing
• 1-2 years’ experience in data analysis and reporting
• 3-5 years’ experience in intake and related work experience in a residential setting
• High level of communication, assessment skills, and crisis intervention skills
• Certified Rent Geared to Income administrator for the City of Toronto
• 3-5 years’ experience working with homeless people or people living with serious mental illness/addiction, as well as, people who have experienced violence and social isolation
• Undergraduate degree in social services or a related field
• Exceptional skills in Microsoft suite
• Ability to work within a multi-disciplinary team environment as well as independently
• Knowledgeable about the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Residential Tenancies Act (RTA), and Social Housing Reform Act.
• Proficiency in mental health recovery approach, harm reduction, anti-oppression, and trauma-informed principles
• Experience in rent administration module in Yardi
• Able to travel to housing sites

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