Housing Coordinator

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.
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