Clerk, Grade 2 - Building Safety Systems

TCHC; Toronto; Hybrid; CAD 50,000 - 54,000; Full time

Benefits offered by this job

Three weeks vacation (years of service

4 paid personal days

OMERS pension with employer matching

Health and dental benefits

Employee assistance program

Maternity/Parental leave top up

Tuition reimbursement $1500/year

Hybrid work arrangement

Fitness membership discounts

Job summary

Toronto Community Housing Corporation (TCHC) is seeking a detail-oriented administrative professional to perform varied clerical duties within Facilities Management. The role supports work order creation, invoicing, vendor coordination, and financial reporting in a hybrid work arrangement.

The successful candidate will handle inquiries, maintain records, and assist with budget-related tasks while ensuring accuracy and compliance with housing policies and internal procedures.

Qualifications

• Knowledge of housing-related legislation, by-laws, and policies.
• Experience with TCHC financial systems and data extraction.
• Familiarity with organizational structure for internal/external inquiries.
• Strong written and verbal communication skills.
• Experience with MS Office and SQL.
• Knowledge of collective agreements is a plus.
• Ability to manage a heavy workload and meet deadlines.

Responsibilities

• Respond to telephone and email inquiries.
• Maintain and update work orders and job numbers in the system.
• Create work orders, job numbers, and quotations daily.
• Reconcile P-Card/credit card and match invoices to reports.
• Input invoices into CMS and track approvals.
• Track vendor costs and ensure timely payments by year end.
• Communicate with vendors on billing and quotations.
• Prepare reports and documentation for meetings and closeouts.

Skills

Housing laws

Data extraction

MS Office

SQL

Communication

Organizational knowledge

Vendor management

Tools

MS Office

SQL

Job description

Vacancy Type: Full-time Temporary

Salary/Hourly Range: $35.98 - $39.25/hour

Work Details (Days/Hours): Monday - Friday 35 hours per week

Hybrid Eligible: Yes

Affiliation: CUPE Local 79

Contract Length: 6 Months

Division and Department: Facilities Management

Location: 729 Petrolia Road and 35 Carl Hall Road

Number of Vacancies: One (1)

Existing/New Job: Existing

Grade: TCHC 4

Vacancy Status: Existing

Candidate List or Eligibility List: Candidate List

What we offer

In addition to competitive compensation and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Three (3) weeks paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

The successful candidate will perform varied administrative duties and specialized clerical functions.

What you’ll do

• Responds to telephone and email enquiries.
• Keeps current on appropriate legislation, policies, events, etc., to enable current information.
• Maintains computerized system/databases by updating percentage complete for work orders and job numbers, ensuring timely progress billing to clients on a daily basis.
• Create work orders, job numbers and quotations on a daily basis.
• P-Card/Credit Card reconciliation, including collecting from trades and matching all invoices to monthly reconciliation report, obtaining lost/missing receipts from account holders or suppliers.
• Inputting invoices into computerized database (i.e. CMS system) and tracking of invoice approvals.
• Tracking vendor costs to ensure payment of all invoices by year end.
• Contact vendors for billing, past due invoicing, quotation verification, and other related items.
• Create various spreadsheets and documents using Microsoft Excel and Microsoft Project
• Create, close, fax and file purchase orders to vendors (suppliers/subcontractors).
• Assign purchase orders and work orders to all incoming invoices and distribute for signature.
• Keep ongoing and documented record of work order job numbers with description of work.
• Create hard copy files for work orders and jobs that require documentation of material filed.
• Prepare close-out documents including maintenance manuals, warranties, etc for jobs completed.
• Fleet Management - ARI reconciliation, tool inventory.
• Enter trades hour into computerized database.
• Track vendor cost by entering invoices related to specific job into computerized database and reconciling batches.
• Petty Cash disbursements and reconciliation.
• Prepare correspondence, notices (including translations), letters, emails, and blue prints to be copied and delivered.
• Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
• Maintain list for cell phones, filing monthly phone usage records, notify manager of anomalies.
• Prepare and order courier packages for pick-up and delivery.
• Advise response centre, in writing, of emergency contact information and scope of work for all jobs upon commencement.
• Prepare financial reports, vendor and customer files.
• Prepare documentation for pre-construction meetings, job closings and warranties.

What you’ll need

• Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
• Demonstrated experience using TCHC financial systems with ability to extract and compile data.
• Working knowledge of TCHC’s organizational structure would be helpful in responding to enquiries from internal and external sources and to appropriately direct documents within the organization.
• Demonstrated oral and written communication skills are required to compose correspondence and respond to information requests from a wide range of internal and external contacts.
• Experience utilizing a variety of computerized PC office systems with demonstrated ability in various software products including MS Office and SQL.
• Experience with international craft tradespeople and Collective Agreements would be an asset.
• Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities