Housing Coordinator/property Manager

3 months ago

Mississauga, Canada Richmond Community Management Services Full time

**Richmond Community Management Services Corp.**

**Job Description - Housing Coordinator**

Reporting Relationships

Position Reports to: Senior Property Manager

Working Relationship With: Senior Property Manager, Administration Team, Accounting Team

**1. Position Summary and Job Magnitude**

The Housing Coordinator is primarily responsible for all administrative and financial information processing activities at their assigned sites; in addition to the oversight and coordination of the Company’s administration systems and record keeping. The Housing Coordinator will be responsible for the areas of member / tenant services, financial information processing, maintenance, office administration, inquiries, preventative maintenance management and community development.

**2. Essential Functions and Basic Duties**

**Office Administration**

Ensure petty cash is being tracked and maintained.

Prepare reports, memorandums, notices, action lists and board meeting minutes in a timely manner.

Prepare all legal notices as required.

Attend all meeting as requested.

Ensure your COE (calendar of events) is being reviewed and updated.

Ensure that the filing of FORM 1 (Initial Return / Notice of Change) is completed.

Reply to member / tenant inquiries and concerns in a timely manner.

Review site binder and ensure it is up to date.

Provide community involvement and support to various committees, clubs and initiatives at your site.

Coordinate the move in/out process for your site.

Fill vacancies in a professional, expedient and efficient manner at all times.

Maintain contractor key log.

Ensure all keys are properly accounted for and kept track of at all times.

**Financial**
- Ensure that the payables and receivables systems are functioning and conforming to company policies.
- Enter all deposits and expenses into the YARDI accounting system.
- Prepare the annual financial audit as required.
- Prepare the annual budget as required.
- Prepare the operational review as required.

**Rent Geared Income Calculations (RGI)**
- Collect all material from members/tenants as required in order to comply with the applicable legislation and Service Manager regulations.
- Calculate housing charges / rents for those members / tenants receiving an RGI subsidy.
- Send out appropriate notices as it relates to the RGI process.
- Determine over / under housed members / tenants and action accordingly.

**Maintenance and Preventative Maintenance Management**
- Ensure that the maintenance work order system is functioning in accordance with the various policies and procedures.
- Collect, assign and enter all work-orders into HMWorks in a timely manner.
- Prepare monthly work order reports for review.
- Ensure that the preventative maintenance plan adhered to and up to date at all times.
- Carry out regular property inspections and take corrective action as required.
- Ensure that the Client has service agreements in place and contracts with trades, contractors and consultants that are reliable and cost effective.
- Ensure that trades are properly supervised.
- Ensuring that all completed work is inspected prior to releasing payment to contractors / suppliers.
- Manage on-site cleaners and maintenance staff.
- Plan and schedule maintenance work with contractors.

**Miscellaneous**
- Maintain a strictly professional relationship with members/tenants as well as committee members including the Board of Directors.
- Assist in updating co-op by-laws to correspond with legislation.
- Assist with the organization ad planning of all social events.
- Ensure that property, officers and directors insurance is kept up-to-date.
- Ensure that all correspondence / legal matters and incident reports are forwarded to your Senior Property Manager.
- Be familiar with and have knowledge of the Social Housing Reform Act (2000), Housing Services Act (2011), Residential Tenancies Act and the housing providers By-Laws / Policies.
- Any other duties and responsibilities as assigned by the Company from time to time.

**3. Performance Measurements**

Performance will primarily be measured on the following factors:

- Performance Objectives
- Initiative and Adaptability
- Written and Oral Communication
- Ethics and Professionalism
- Confidentiality
- Customer Service and Interpersonal Skills
- Attendance/ Punctuality and Dependability
- Organization and Planning
- Teamwork
- Internal Co-op / Non-Profit “political awareness”

**4. Qualifications**

Education: Recognized College Diploma or University Degree

Institute of Housing Management Certification (IHM) recommended

Skills/Abilities: Must possess superior verbal and written communication skills

Must possess superior budgetary and decision making ability

Must possess excellent quality management skills

Must be able to handle multiple projects at once

Must be able to provide leadership to staff

Must have a valid class “G” driver’s license and access to a vehicle

Experience Required:
Minimum o

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