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.