Property Administrator - Co-op Housing

Mettler-Toledo International, Inc; Golden Horseshoe; On-site; CAD 38,000 - 43,000; Full time

Job summary

An established industry player in property management is seeking a dedicated Property Administrator to oversee the daily operations of a vibrant housing community. This role involves providing exceptional service to residents, managing financial tasks, and ensuring efficient office administration. The ideal candidate will be friendly, organized, and capable of handling various responsibilities, from financial management to resident relations. Join a rewarding environment where your contributions will make a significant impact on community living. If you are passionate about property management and enjoy working in a team-oriented setting, this opportunity is perfect for you.

Qualifications

• Experience in residential housing administration is an asset.
• Skilled at using accounting-related computer software is beneficial.

Responsibilities

• Manage day-to-day operations of a housing community.
• Provide courteous services to residents and handle inquiries.
• Prepare financial documents and manage petty cash.

Skills

People Skills

Administrative Skills

Organizational Skills

Customer Service

Financial Management

Education

Experience in Residential Housing Administration

Accounting Software Proficiency

Job description

Immediate opening!

Working in property management is a secure, stable, challenging, and rewarding career for individuals who like to work hard, keep busy, and solve problems.

The Property Administrator plays a vital role in the day-to-day management of a housing community including providing kind and courteous services to residents, dealing with maintenance contractors, and finding creative solutions for everyday issues.

• We are looking for a self-directed mature, self-motivated, kind, and efficient person who is down-to-earth, friendly, cheerful, and approachable.
• Candidate must have strong people, administrative, and organizational skills.
• Salary range is $38-43K per year. The candidate must be comfortable providing services to diverse communities.

This is a full-time job, 40 hours per week, Monday to Friday. Attendance at one evening board meeting per month and one late-night open office (11 am to 7 pm) per week is required. Staff will be given time off in exchange for any additional hours worked for Board meetings.

The role of the Property Administrator is to act as:

• The agent of the management team.
• Resource person for the management team, other staff, committees, and clients/visitors.
• The first point of contact for residents and to work with the management team in:
  • Setting objectives, goals, by-laws, and management procedures.
• Make sure that these and other basic controls are in place and are followed.
• The Administrator carries out this role in three major areas of responsibility. They are:
  • Financial management.
  • Resident relations.
  • Office and administrative management.

The following are the tasks for which the Administrator is responsible:

Office Administration and Routines:

• The Administrator is responsible for the efficient administration of the office and its systems.
• Make credit union and/or bank deposits.
• Control the petty cash system.
• Producing and circulating reports, minutes, agendas, and other documents when needed.
• Make room bookings for members.
• Personal use of the meeting room.
• Order office supplies.
• Organize re-cycling of office paper.
• Handle deliveries and mail.
• Handle reception and telephone during open office hours.
• Take recorded telephone messages and pass them to the appropriate person.
• Maintain parking records in the office and on-call book. Assign parking spaces to members.
• Administer the Parking By-law.
• Send notices of late payments, arrears, NSF cheques, and reminders of payments due.
• Setting up a complete filing system for all records, documents, and minutes.
• Circulating reports, minutes, agendas, and other documents when needed.
• Inquiries, applicants, and new members.
• Reply to inquiries and receive application forms.
• Photocopy applications, move-in kits, by-laws, and other information for applicants or new members.
• Help to organize information sessions and prepare materials for interviews.
• Process applications.
• Follow co-op procedures in coordinating move-out and move-in.
• Support the membership committee.
• Contact utility companies when occupants move out and new members move in
• Process the move-out charges and details.

Members/Tenants:

• Reply to members.
• Inquiries and concerns and refer them to the staff person who can respond to them.
• Work with the manager to prepare and deliver material for members' meetings.
• Work with the manager to prepare for members' meetings.
• Work with the manager to review annual applications for housing charge assistance and calculate housing charges.
• Send notices of housing charge changes and other notices as the manager directs.

Financial:

• Prepare cheque requisitions and cut cheques.
• Making all deposits on time.
• Controlling the petty cash system.
• Reviewing financial statements.
• Giving members notice of changes to housing charges.
• Issuing late payments, arrears, and N.S.F. notices.
• Calculating housing charges and adjustments.
• Reviewing applications for subsidy and conducting annual income verification.
• Maintaining external, internal, and subsidy waiting lists.
• Setting up confidential files for households receiving subsidies.

No phone calls, please. We thank all interested candidates, however only applicants selected for an interview will be contacted.

Qualifications and Skills:

• Experience with residential housing administration is an asset.
• Being skilled at using accounting-related computer software is an asset.
• The capacity to provide professional, kind, caring customer service is an asset.
• A positive, helpful, friendly attitude is an asset.