Office Administrator

Carillon Housing Cooperative Inc; Ottawa; On-site; CAD 28,000 - 34,000; Part time

Job summary

Carillon Housing Co-operative Inc. is seeking an Office Administrator to join our Ottawa team. This part-time role (15 hours per week) is in-person at the Co-op Office, 314-1601 Prince of Wales Drive, starting November 2, 2026.

Duties include bookkeeping, financial statements, maintenance coordination and occupancy administration. Responsibilities cover managing finances with the bookkeeper, supporting the Board, and ensuring compliance with program rules while maintaining records and timely

Responsibilities

• Support Board of Directors in managing the finances of the Co-op, including recording receipts and disbursements and preparing bi-weekly financial statements.
• Maintain member accounts and ledgers, and administer the rent-geared-to-income program with annual income verification.
• Maintain the Co-op chart of accounts and ensure deposits are recorded and financial records are kept up to date.
• Prepare reports for the Board and assist with the annual audit and financial statements.
• Oversee property maintenance records, work order system, and coordinate basic repairs with committees.
• Process occupancy inquiries, applications, and occupancy agreements to keep occupancy at full capacity.
• Support governance by providing clear information to the Board and promoting two-way communication with members.

Job description

Carillon Housing Co-operative Inc. is located near Prince of Wales and Fisher in Ottawa, Ontario. We consist of 54 garden homes owned and managed by the members. We have five committees managed by members, i.e. Membership, Maintenance, Policy & Regulations, Social, and Newsletter, and a Board of Directors.

Expected Hours:

15 hours a week (Monday, Wednesday, and Friday – one day must be 2 pm-7 pm; other days' hours can be determined upon hire)

Work Location:

In person at Co-op Office, 314-1601 Prince of Wales Drive, Ottawa

Expected Start Date:

November 2, 2026

Duties of Office Administrator:

1. Support Board of Directors in managing the finances of the Co-op

The Office Administrator will provide bookkeeping and accounting services alongside of the bookkeeper. This includes:

(a) recording receipts and disbursements

(b) maintaining a general, member accounts and other ledgers as necessary

(c) use Co-op chart of accounts approved by the Board

(d) preparing bi-weekly financial statements, arrears reports and other reports at the request of the Board

(e) arranging and preparing for the annual audit at the Co-op’s expense

Specifically, the Office Administrator

• ensures compliance with all financial requirements of the Co-op’s funding program
• administers the rent-geared-to-income program based on the requirements of the Co-op’s funding program including
  • calculating housing charges and adjustments
  • conducting annual income verification
  • reviewing applications for subsidy
• makes sure that all bookkeeping is done on the Co-op computer in Access
• maintains all financial records
• provide financial statements from the bookkeeper
• presents other financial statements to the board (such as member arrears, cash flow, capital forecasting and investment reports) as required
• makes sure that deposits are done on time and are properly recorded
• manages member accounts receivable by
  • collecting payments and issuing receipts if required
  • issuing late payment, arrears and NSF notices
• administers the Co-op’s accounts payable, including invoice processing and cheque preparation

2. Support Board in keeping Co-op in good repair

The Office Administrator is responsible for administering an overall property maintenance and repair program. Specifically, the Office Administrator

• keeps detailed property and maintenance records as per Procedures Manual
• works with committees to develop a routine and preventive maintenance plan by
  • supports a work order system
  • forwards requests for repair work in members’ units,
• maintain work order system, ensures all work order are entered properly in the system
• ensures that the Co-op is notified of infractions with the fire code, and all other legal and regulatory requirements related to the Co-op’s property
• liaises with contractors at the direction of the Board

3. Keeping the Co-op occupancy at full capacity

Specifically, the Office Administrator

• responds to enquiries and receives applications
• works with committee to minimize vacancy loss
• conducts credit and landlord checks
• makes sure new members sign occupancy agreements and make necessary payments before move-in.
• ensures members scheduled for an internal move sign a new occupancy agreement prior to move

4. Meeting the Co-op’s legal requirements

The Office Administrator acts on the Co-op’s behalf to ensure that it meets its legal requirements. Specifically, the Office Administrator

• files audited financial statements and required reports and notices with government agencies
• makes sure the Co-op follows program rules, complies with the Co-operative Corporations Act and other laws, and protects the privacy of personal information
• assists the board with eviction hearings and works with the Co-op’s lawyer to obtain writs of possession, as necessary
• liaises with federal, provincial and municipal housing agencies and with other municipal agencies such as police, fire department and utility companies
• reports to the Board, as necessary, on legal issues as they arise

5. Supporting good governance

The Office Administrator is responsible for supporting good governance in the Co-op by the board and membership. Specifically, the Office Administrator

• provides the board with the information and advice it needs, in a clear format, to make sound decisions
• promotes and supports effective two-way communication between the board and members