Office Administrator

Co-operative Housing Federation Bc; Vancouver; On-site; CAD 40,000 - 75,000; Full time

Job summary

Join a forward-thinking organization dedicated to creating affordable housing solutions. As an Office Administrator, you'll play a vital role in supporting various departments, ensuring smooth operations and effective governance. Your responsibilities will include providing executive assistance, managing office supplies, and coordinating special events. This position offers a unique opportunity to contribute to meaningful projects that impact the community. If you're proactive, organized, and passionate about making a difference, this role is perfect for you.

Qualifications

• 5 years of administrative experience in a professional setting.
• Completion of a post-secondary program in Administration or IT.

Responsibilities

• Provide administrative support to the Executive Director and management team.
• Coordinate meetings, training sessions, and internal staff events.

Skills

Administrative Support

Communication Skills

Problem Solving

Time Management

Collaboration Skills

Education

Post-secondary program in Administration

Information Technology

Tools

SharePoint

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Organization Overview

Community Land Trust (CLT) is a social purpose real estate developer creating permanently affordable housing solutions for people, with a focus on co-operative housing. We currently hold a portfolio of 3,000 homes and commercial spaces across Metro Vancouver, the Fraser Valley, and Vancouver Island, with many more under construction and active development.

Our team of skilled industry professionals is focused on creating and advocating for inclusive communities that residents are proud to call home.

Purpose of the Position

Reporting directly to the Business Operation Manager, the Office Administrator will be providing administrative and coordination support to the Development, Real Estate and Asset Management and Finance departments.

Key Responsibilities

As a member of our growing team, your responsibilities will include:

Executive Assistance

• Provides administrative support to the Executive Director, Directors and Business Operations Manager, including but not limited to calendar coordination, recording and distributing meeting minutes, and providing assistance as required


• Supports the management team in carrying out duties relating to the effective governance of the CLT Project Societies


• Coordinates meetings, training sessions, and internal staff events


• Receives General Phone line inquiries


• Monitors and responds or redirect emails inquiries to [e-mail]

Accounting Assistance

• Coordinates collection of Visa receipts and prepare reconciliation of the Directors’ Visa accounts


• Assists Accounts Payable with obtaining approvals of invoices


• Distributes incoming mail regularly including scanning of incoming cheques


• Assists with mailing out cheques


• Delivers deposits to the Bank

General Administration

• Manages office supplies and equipment to ensure a well-organized and efficient work environment


• Coordinates with IT and assist the team with respect to information technology and systems


• Creates and maintains master lists, including but not limited to, CLT staff contact lists, properties contact lists, societies organization charts


• Sets up and maintains manual and computerized information filing systems


• Acts as the administrator for the SharePoint Integrated System


• Coordinates and liaises with CHF BC Shared Services and administrative staff from our other entities

Special Projects and Events

• Together with the Communications Coordinator, assists with planning of project launch events and staff events


• Assists with the planning and implementation of major initiatives such as the SharePoint conversion and Website updates


• Assists with the creation and maintenance of company wide policies and procedures

Education and Experience

• Completion of a post-secondary program in Administration, Information Technology or related field


• 5 years of administrative experience


• Strong knowledge of SharePoint


• Strong Knowledge of Microsoft products (Excel, Word, PowerPoint, etc.)


• Experience working in a Real Estate Development, Property Management, or Architectural office will be an asset

Skills and Abilities

• Professional and discrete


• Exceptional oral and written communication skills, including proofreading skills


• Strong problem solving and collaboration skills


• Proactive and self-motivated, with an ability to work with minimal direction


• Strong planning, time management and organizational skills


• Willingness to learn and gain strong knowledge on co-op housing and the Community Land Trust

CLT Development Services Society is an equal opportunity employer. We hire based on merit and are strongly committed to equity, diversity and accessibility. Upon request accommodation will be provided throughout the recruitment, selection and/or assessment process to applicants with disabilities. We value diversity and encourage applications from individuals of all backgrounds and experiences.

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