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:
Experience:
- Administrative: 1 year (required)
Work Location: In person
Application deadline: 2025-01-24
Expected start date: 2025-01-31
