Housing Coordinator

6 months ago

Newmarket, Canada Richmond Community Management Services Full time

The Housing Coordinator is responsible for the overall day to day operations of the client including 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 corporate governance, member / tenant services (including addressing complaint and resolving problems), financial information processing and management, maintenance, office administration, inquiries, preventative maintenance management and community development.

**Essential Functions and Basic Duties**

**Office Administration**
- Ensure petty cash is being tracked and maintained.
- Prepare all legal notices as required.
- Ensure your COE (calendar of events) is being adhered to and updated.
- Ensure that the filing of FORM 1 (Initial Return / Notice of Change) is completed upon Director turnover.
- Reply to member / tenant inquiries and concerns in a timely manner.
- Review site administration 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 and maintain vacancy report.
- Maintain contractor key log.
- Ensure all keys are properly accounted for and kept track of at all times.
- Prepare all required reports, memorandums, notices, action lists, minutes, agendas and other Board / Member documents in a timely manner.
- Ensure the office filing system is always kept clean and organized.
- Adheres to established “Managers Schedule” making recommendations for changes as necessary

to the Senior Property Manager.
- Review and the planned preventative maintenance plan for each site two months prior to the fiscal year end.
- Ensure that the fire safety plans are updated and local fire safety ordinances are adhered to.
- Ensure that annual unit inspections are planned for, executed and followed up as required.
- Plan and set Board and Member meeting dates as required.
- Monitor and assist the Senior Property Manager with annual review/ contract renewal / tendering dates and processes.
- Ensure that Confidentiality and Code of Conduct agreements are signed by all contractors.
- Review and update Maintenance and Cleaning Schedules.
- Ensure that Board packages are compiled and distributed in accordance with company policy.
- Attend Board and Member meetings as required.
- Review all correspondence from Service Managers, legal firms, government agencies, etc. ensuring that company policy is followed and the appropriate parties are informed of any issues.
- Monitor all on-site log books.
- Review special project funding and oversee projects until completion.
- Review all outstanding legal cases / claims.
- Review and follow up on all outstanding work orders with staff.
- Deal with difficult matters relating to members, tenants and Board complaints, staff concerns, Service Manager, Receiver and maintenance related issues.

**Financial**
- Ensure that the payables and receivables systems are functioning and conforming to company policies.
- Enter all deposits and expenses into the site’s accounting system.
- Prepare for the annual financial audit as required and in accordance with the timeline.
- Prepare for the operational/RGI review as required.
- Work with the Board of Directors in preparing the annual Operating and Capital budgets.
- Review the monthly financial statement and board package in detail with Board Members.
- Complete all deposits on time.
- Issue late payment, arrears and NSF letters in a timely manner.
- Completed all payables in a timely manner.
- Make purchases in accordance with the Client’s spending policy, procedures or as approved by the

Board of Directors.
- Update the Assets / Inventory list at the fiscal year end.
- Review and ensure that deficit reduction plans are on track and that appropriate reports have been

submitted to the Service Manager and Senior Property Manager.
- Maintain arrears report on an ongoing basis

**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 is adhered to and up to date at all times.
- Ca

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