The Housing Administrator supports the Property Manager by ensuring that all administration activities within the Company’s client offices are well coordinated with the Company’s administration systems. They performs duties and responsibilities in the areas of member / tenant services, financial information processing, maintenance, office administration, enquiries, community development and addressing complaints and resolving problems in the specific areas of the administration of RCMS clients’ offices. Housing Administrators should also be familiar with and have knowledge of the Social Housing Reform Act (2000), Housing Services Act (2011), Residential Tenancies Act and the housing providers By-Laws / Policies.

The duties in these areas of responsibility, may include, but are not limited to, any combination of the following core competencies and tasks:

CORE COMPETENCIES

Written / Oral communications
Ethics and Professionalism
Attendance / Punctuality, Dependability
Problem Solving and Analytical Ability
Customer Service and Interpersonal Skills
Safety and Security Awareness
Team Work
Planning and Organization
Initiative and Adaptability
Respect and adherence to ethical principles regarding data protection and confidentiality regarding any information obtained as part of the professional activity
Internal Co-operative / Non-Profit “political awareness”

OFFICE ADMINISTRATION AND ROUTINES

Maintain a clean and organized work environment
Ensure bank deposits are deposited in a timely manner
Ensure petty cash is being tracked and maintained
Create / Posting reports, memorandums, notices and board meeting minutes
Update arrears reports, late charges, NSF’s, payment and performance agreements
Prepare NTA and boards eviction decisions to members/tenants and their related forms
Prepare N4’s and N8’s for non-profit housing providers as required
Attend Board/ GMM/ Member/ Receiver meetings or any other meetings as requested
Prepare Board / Member meeting minutes in a timely manner as per company policy and ensure completion and distribution of action / follow up lists accordingly
Prepare Board / Member meeting packages prior to the assigned deadline
Prepare files to be send to Co-op Lawyers
Prepare vacancy reports for review
Ensure your COE (calendar of events) is being reviewed and updated
Order and control office supplies for the office
Process any incoming and outgoing mail and ensure it is received by the proper recipient
Manage telephone reception routing calls as required, checking and returning voicemails, including retrieving messages before the end of the working day
Maintain parking, locker and storage lists (this includes waiting lists and providing the parking enforcement company with the required information – if applicable)
Control keys / entry cards / FBO’s system
Provide support and resources to various Co-op/Non-Profit committees, clubs, etc

INQUIRIES, APPLICANTS AND NEW MEMBERS/TENANTS

Reply to inquiries and receive application forms
Process applications as per the Co-op / Non-Profit by-laws, policies and procedures as well as the “centralized waiting list” applicable to your work location
Coordinate the move in/out process
Fill vacancies in a professional, expedient and efficient manner at all times

MAINTENANCE

Ensure that the maintenance work order system is functioning in accordance with the various policies and procedures
Collect, assign and enter all work-orders into HMWorks in a timely manner
Prepare monthly work order reports for review
Assist with the supervision of maintenance and cleaning staff in the absence of the Property Manager
Maintain contractors key log

FINANCIAL

Ensure that the payables and receivables systems are functioning and conforming to RCMS policies
Prepare cheque requisitions for Managers review and approval
Enter all deposits and expenses into the YARDI accounting system
Assist with the annual financial audit preparations as required
Collect, count and deposit all laundry machine monies (if applicable)

RENT-GEARED-TO-INCOME (RGI) - (Training Provided)

Review applications and conduct the annual RGI reviews in accordance with local Service Manager policies as well as housing providers by-laws and RCMS policies and directives
Process RGI applications
Collect all material from members/tenants as required in order to comply with the applicable legislation and Service Manager regulations
Provide the appropriate notices in accordance with regulations

Performance Measurements

Your performance will be primarily measured on the following factors:

Performance Objectives
Initiative
Inter-Personal Skills
Communication

Qualifications

Skills/Abilities:

Must possess superior customer service skills
Must possess superior verbal and written communication skills
Must be detailed orientated and possess excellent organizational skills
Experience Required: 1-2 years of industry experience required

Equal Opportunity Employer

Our policy promotes equal employment opportunity for all applicants and employees. RCMS does not unlawfully discriminate on the basis of race, colour, religion, sex, national origin, ancestry, age, physical disability, mental disability, medical condition, marital status or sexual orientation. We prohibit the harassment of any individual on any of the grounds listed above. This applies to all areas of employment including recruitment, hiring, training and promotion.

If you require accommodation in order to successfully submit an application, please email us to make your accommodation request with our HR Department.

NOTE: We do not provide sponsorship

Job Type: Full-time

Benefits:

Dental care
Extended health care
Vision care

Schedule:

Monday to Friday

Experience:

Administrative: 1 year (required)

Work Location: In person

Application deadline: 2025-01-24
Expected start date: 2025-01-31

Richmond Community Management Services

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Housing Administrator