Property Administrator - Co-op Housing Community

Immediate opening! Working in property management is a secure , stable , challenging , and rewarding career for individuals who like to work hard, keep busy, and solve problems. The Property Administrator plays a vital role in the day-to-day management of a housing community including providing kind and courteous services to residents, dealing with maintenance contractors, and finding creative solutions for everyday issues. • We are looking for a self-directed mature, self-motivated, kind, and efficient person who is down-to-earth, friendly, cheerful, and approachable. • Candidate must have strong people, administrative, and organizational skills. • Salary range is $38-45K per year. The candidate must be comfortable providing services to diverse communities. This is a full-time job, 40 hours per week, Monday to Friday. Attendance at one evening board meeting per month and one late-night open office (11 am to 7 pm) per week is required. Staff will be given time off in exchange for any additional hours worked for Board meetings. The role of the Property Administrator is to act as: • The agent of the management team. • Resource person for the management team, other staff, committees, and clients/visitors. • The first point of contact for residents and to work with the management team in: • Setting objectives, goals, by-laws, and management procedures. • Make sure that these and other basic controls are in place and are followed. • The Administrator carries out this role in three major areas of responsibility. They are: • Financial management. • Resident relations. • Office and administrative management. The following are the tasks for which the Administrator is responsible: Office Administration and Routines: • The Administrator is responsible for the efficient administration of the office and its systems. • Make credit union and/or bank deposits. • Control the petty cash system. • Producing and circulating reports, minutes, agendas, and other documents when needed. • Make room bookings for members. • Personal use of the meeting room. • Order office supplies. • Organize re-cycling of office paper. • Handle deliveries and mail. • Handle reception and telephone during open office hours. • Take recorded telephone messages and pass them to the appropriate person. • Maintain parking records in the office and on-call book. Assign parking spaces to members. • Administer the Parking By-law. • Send notices of late payments, arrears, NSF cheques, and reminders of payments due. • Setting up a complete filing system for all records, documents, and minutes. • Circulating reports, minutes, agendas, and other documents when needed. • Inquiries, applicants, and new members. • Reply to inquiries and receive application forms. • Photocopy applications, move-in kits, by-laws, and other information for applicants or new members. • Help to organize information sessions and prepare materials for interviews. • Process applications. • Follow co-op procedures in coordinating move-out and move-in. • Support the membership committee. • Contact utility companies when occupants move out and new members move in • Process the move-out charges and details. Members/Tenants: • Reply to members. • Inquiries and concerns and refer them to the staff person who can respond to them. • Work with the manager to prepare and deliver material for members' meetings. • Work with the manager to prepare for members' meetings. • Work with the manager to review annual applications for housing charge assistance and calculate housing charges. • Send notices of housing charge changes and other notices as the manager directs. Financial: • Prepare cheque requisitions and cut cheques. • Making all deposits on time. • Controlling the petty cash system. • Reviewing financial statements. • Giving members notice of changes to housing charges. • Issuing late payments, arrears, and N.S.F. notices. • Calculating housing charges and adjustments. • Reviewing applications for subsidy and conducting annual income verification. • Maintaining external, internal, and subsidy waiting lists. • Setting up confidential files for households receiving subsidies. No phone calls, please. We thank all interested candidates, however only applicants selected for an interview will be contacted. Qualifications and Skills: • Experience with residential housing administration is an asset. • Being skilled at using accounting-related computer software is an asset. • The capacity to provide professional, kind, caring customer service is an asset. • A positive, helpful, friendly attitude is an asset.