Pertinent Information : Our customer is seeking an Office Manager to oversee daily functions of 102 unit housing co-op. The role is part-time, Monday through Friday 9 : 00 am 3 : 00 pm.
Role entails a mixture of administrative and bookkeeping functions. Previous experience working for an housing co-op or in the property management industry is a definite asset.
Location : East Windsor.
Wage : $24-25 / hr.
Job Description
The Office Manager is primarily responsible for all administrative and financial information processing activities, in addition to the oversight and coordination of administration systems and record keeping.
Responsible for the areas of member / tenant services, financial information processing, maintenance, office administrative, inquiries and preventative maintenance management.
Responsibilities to include the following, but not limited to :
Office Administration
- Ensure petty cash is being tracked and maintained.
- Prepare reports, memorandums, notices, action lists and board meeting minutes in a timely manner.
- Prepare all legal notices as required.
- Attend all meeting as requested.
- Ensure calendar of events is being reviewed and updated.
- Reply to member / tenant inquiries and concerns in a timely manner.
- Provide community involvement and support to various committees, clubs and initiatives
- Process applications as per the by-laws, policies and procedures as well as the centralized waiting list applicable to your work location.
- Coordinate the move in / out process for your site.
- Fill vacancies in a professional, expedient and efficient manner at all times.
- Maintain contractor key log.
- Ensure all keys are properly accounted for and kept track of at all times.
Financial
- Ensure that the payables and receivables systems are functioning and conforming to company policies.
- Enter all deposits and expenses into the Quickbooks accounting system.
- Prepare the annual financial audit as required.
- Prepare the annual budget as required.
- Prepare the operational review as required.
Maintenance and Preventative Maintenance Management
- Ensure that the maintenance work order system is functioning in accordance with the various policies and procedures.
- Collect, assign and enter all work-orders in a timely manner.
- Prepare monthly work order reports for review.
- Ensure that the preventative maintenance plan adhered to and up to date at all times.
- Carry out regular property inspections and take corrective action as required.
- Ensure that the Client has service agreements in place and contracts with trades, contractors and consultants that are reliable and cost effective.
- Ensure that trades are properly supervised.
- Ensuring that all completed work is inspected prior to releasing payment to contractors / suppliers.
- Manage on-site cleaners and maintenance staff.
- Plan and schedule maintenance work with contractors.
Miscellaneous
- Maintain a strictly professional relationship with members / tenants as well as committee members including the Board of Directors.
- Assist in updating co-op by-laws to correspond with legislation.
- Assist with the organization ad planning of all social events.
- Ensure that property, officers and directors insurance is kept up-to-date.
- Any other duties and responsibilities as assigned by the Company from time to time.
Qualifications
- Two (2) or more years’ experience in co-op and non-profit housing and knowledge of property administrative and maintenance practices is preferred
- Knowledge of various legislation, including the RTA (Resident Tenancies Act), HSA (Housing Services Act)
- Experience working in the Non-Profit / Subsidized housing sector
- Strong communication skills both written and verbal
- Knowledge and experience of LTB proceedings as it relates to the process of serving Notices relating to non-rental payments, anti-social behavior, illegal activity, etc.
- Strong customer service orientation and delivery
- Ability to respond and express ideas clearly in written and oral communication
- Experience utilizing Quickbooks or similar financial software
- Ability to work both independently and as a part of a team
- Proficient in MS Word, Excel, Outlook
- Sound analytical and problem solving skills.
- Proven organizational skills and ability to meet deadlines
- Demonstrates a high degree of integrity
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