Property Administrator - Co-op Housing Community

Precise Properties Inc; Mississauga; On-site; CAD 38,000 - 45,000; Full time

Benefits offered by this job

Evening board meetings

Late-night open office

Job summary

Precise Properties Inc in Mississauga is hiring a Property Administrator. The role focuses on office administration, financial management, and resident relations. It requires a self-directed, friendly, and efficient individual who can deliver professional service to diverse residents and staff.

The position is full-time (40 hours/week) with occasional evening board meetings and late-night office hours. Wage range is CAD 38,000–CAD 45,000 per year, with time off in exchange for board meetings.

Qualifications

• Self-directed, mature and self-motivated with strong people and administrative skills.
• Ability to provide friendly, professional customer service.
• Comfortable serving diverse communities.

Responsibilities

• Office administration and routine management, including filing and reports.
• Deposit funds and manage petty cash and financial records.
• Handle reception and phone calls during open office hours.
• Prepare notices, agendas, minutes, and circulate documents as needed.
• Support housing and tenancy matters, including applications and charges.
• Coordinate move-in/out and work with management on by-laws and procedures.
• Respond to member inquiries and assist with meetings and materials.

Skills

People skills

Administrative skills

Organizational skills

Customer service

Self-motivation

Tools

Accounting software

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.

• 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 $38-45K 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.