Housing Coordinator

5 months ago

Mississauga, Canada Richmond Community Management Services Full time

**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 of three years industry experience or equivalent management experience

**Benefits**:

- Employee assistance program
- Paid time off
- Wellness program

Schedule:

- Monday to Friday
- Weekends as needed

**Experience

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