Office Administrator
3 weeks ago
Rooted (formerly Dartmouth Housing) is seeking an experienced, professional and customer focused **Office Administrator**to support our Operations & Development. Reporting to the Director of Operations and Programming, the Office Admin. is responsible for managing administrative tasks related to the day-to-day function of the office. This role serves as the first point of contact for tenants and ensures efficient handling of calendar/scheduling for the leadership and maintenance teams. The Office Admin. also drives the marketing and social media efforts and provides administrative support to the Board of Directors as needed.
**Responsibilities will include but are not limited to the following**:
**Office Administration**:
- Maintain files and produce correspondence.
- Compile, maintain, organize spreadsheets and databases.
- Perform various data entry tasks, including assisting with accounts receivable and payable.
- Maintain the boardrooms for meetings and provide support to the Board of Directors and Leadership team. Taking minutes during meetings (after hours is expected for monthly scheduled Board meetings).
- Participate in safety training, read the policies and take minutes at weekly toolbox meetings.
- Maintain supplies, equipment for the general operations of the office.
**Social Media & Events**:
Social media efforts to promote Rooted, working with the team and consultants to ensure timely, accurate and relevant data is released.
- Create posts for IG and IN using many platforms, such as CANVA, PDF, and various Microsoft programs.
- Event Coordination such as, monthly staff lunches, various events with staff, board and stakeholders, annual staff holiday event.
- Some duties may include, coordinating guest list, invitations, marketing if required, venue, catering, supplies.
**Property & Maintenance**:
- Serve as the office-based first point of contact for all tenant and property-related matters.
- Assist the with preparing and scheduling leases, coordinating apartment showings, and provide support throughout the leasing process.
- Assist in keeping systems up to date, such as Yardi, Procore and calendars.
- Coordinate property bldg. maintenance, such as snow removal, yard work, pest control, furnace/heating appointments, and scheduling general maintenance for our office.
**Qualifications**:
- Strong organizational skills and the ability to multitask in a fast-paced environment.
- Strong customer service skills and the ability to manage customer expectations independently.
- Excellent verbal and written communication skills, with the ability to tailor information to a diversity of audiences.
- Time management skills, with a proven track record in maintaining multiple schedules.
- Ability to work independently and as part of a team.
- High level of integrity and commitment to providing excellent tenant services.
- Proven experience in a similar role with working knowledge of Yardi, Canva and Microsoft software would be asset.
- Reliable transportation, but having your own vehicle is not required.
- Passion for community development and housing, with an awareness of the affordable housing support system in Nova Scotia is considered an asset.
- Positive and energetic demeanor.
- Flexibility to be on call and available for after-hours work from time to time.
Pay: $23.00-$25.00 per hour
**Benefits**:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Schedule:
- Monday to Friday
Work Location: In person
Application deadline: 2025-03-28
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