Office Administrator

**Job Overview** -

**RESPONSIBILITIES**:
FINANCIAL ADMINISTRATION & CONTROL

Prepare budgets

Maintain financial records and books with the assistance of the bookkeeper

Create monthly financial statements with the assistance of the bookkeeper

Act as purchasing agent

Market and lease units to maintain full occupancy

Administer rent collection

Deposit rent cheques

Implement and administer the corporation’s Rental and Arrears Policy

Conduct evictions and other legal actions, as required, in accordance with the corporation’s policies and approvals by the Board of Directors

Administer government subsidies and rent-geared-to-income assistance

Invest cash and reserves to maximize revenues

Implement and administer the corporation’s Financial Policy

Receive invoices and prepare cheque requisitions and cheques

Coordinate and prepare annual financial report

Market and lease units

Coordinate with other staff, move-out inspections (one month prior to vacancy), and readiness of apartment for next tenants

Market upcoming vacant units, as required, through advertising, etc.

Interview appropriate applicants from the waiting list (or elsewhere)

Ensure the selected applicant has a good credit rating

Show apartment

Prepare lease agreement

Familiarize new tenants with their apartment, Walton Place, regulations and procedures

Rent-geared-to-income (RGI) assistance

Providing tenants with appropriate forms and instructions

Ensuring that all appropriate forms are completed and received on time

Performing the rent calculations

Providing all tenants (both RGI and market) with notice of rent adjustment by October 1st each year (in accordance with notice period for rent increases under the Residential Tenancy Act

Calculation of rent (if RGI)

Adjusting RGI assistance throughout the year, as required

Rent Collection and Bookkeeping Duties

Implement and administer the corporation’s Rental and Arrears Policy, including:
Collect and post rents receivable

Issue late payment notices

Prepare and make bank deposits

Enter deposits into the bookkeeping system

Ensure collection of last month’s rent (LMR) and updating of LMR accounts

Maintain tenant rent and correspondence files, including record of late payment and NSF cheques

4. Other Bookkeeping Duties

Perform accounts payable function including:
Ensure timely payment, accurate coding of invoices and appropriate allocation of HST amounts (Administrator will check entries prior to cheques being printed)

printing of cheques and forwarding for signing

Stamping invoice PAID, mailing payments and filing requisitions in paid files

Ensure that Church and Child Care are issued monthly invoices and that these are paid on time

PROPERTY MANAGEMENT & MAINTENANCE

Plan and implement preventative maintenance programs

Delegate and schedule work with the assistance of maintenance staff

Select, supervise, and review all contractual services

Ensure emergency procedures are in place and schedule security tenants

Maintain and update, as required, Fire Safety Plans

CORPORATE BUSINESS & COMMUNITY RELATIONS
- Attend meetings of the Board and Committees, as required

Ensure corporate filing to all external agencies is proper and timely

Maintain good working relationships with the City of Toronto

Co-ordinate and work together with other community agencies, especially those that share the use of the property under specific agreements, namely:

- Westminster Presbyterian Church;
- Isabella Walton Child Care Centre; and
- Bellwoods Attendant Care Program.

Ensure that the requirements of the Annual General Meeting are met

Foster and support community development and tenant involvement

Promote cooperation, as required, with external agencies, prospective residents, and the community at large

Perform other related duties as assigned by the Board of Directors

SUPERVISION & OFFICE MANAGEMENT

Supervise and manage staff, including:

- Contract Bookkeeper
- Maintenance Manager and Cleaner
- On-call tenants.

Implement and administer the corporation's Personnel Policy

Maintain office and property filing systems, including computer files

Responsible for ongoing training of staff and self-education. Must keep abreast of changes within the organization e.g. attend applicable industry courses with the approval of the board.

**Other duties that may be assigned by the Board**

Pay: $33,286.86-$59,500.84 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

**Language**:

- English (preferred)

Work Location: In person

Application deadline: 2025-03-30
Expected start date: 2025-04-14