Member Services Administrator

**Immediate opening.**

Working in property management is a secure, stable, challenging and rewarding career for individuals who like to work hard, keep busy, and solve problems.

The Property Administrator plays a vital role in the day-today management of a housing community including providing kind and courteous services to residents, dealing with maintenance contractors, and finding solution

We are looking for a
**self-directed mature, self-motivated, kind, and efficient person who is down-to-earth, friendly, cheerful and approachable.**

This is a full-time job, 40 hours per week, Monday to Friday. Attendance at one
**evening board meeting** per month and one
**late night open office** (11am to 7pm) per week is required.

**The role of the Property Administrator is to act as**:

- The agent of the management team.
- Resource person for the management team, other staff, committees and client/visitors.
- The first point of contact for residents and to work with the management team in:

- Setting objectives, goals, by-laws, and management procedures.
- Making sure that these and other basic controls are in place and are followed.
- The Administrator carries out this role in three major areas of responsibility. They are:

- Financial management.
- Resident relations.
- Office and administrative management.

The following are the tasks for which the Administrator is responsible:
**Office Administration and Routines**:

- The Administrator is responsible for an efficient administration of the office and its systems.
- Make credit union and/or bank deposits.
- Control the petty cash system.
- Producing and circulating reports, minutes, agendas and other documents when needed.
- Make room bookings for members.
- Personal use of the meeting room.
- Order office supplies.
- Organize re-cycling of office paper.
- Handle deliveries and mail.
- Handle reception and telephone during open office hours.
- Take recorded telephone messages and pass them to the appropriate person.
- Maintain parking records in the office and on-call book. Assign parking spaces to members.
- Administer the Parking By-law.
- Send notices of late payments, arrears, NSF cheques and reminders of payments due.
- Setting up a complete filing system for all records, documents and minutes.
- Circulating reports, minutes, agendas and other documents when needed.
- Inquiries, applicants and new members.
- Help to organize information sessions and prepare materials for interviews.
- Follow co-op procedures in coordinating move-out and move-in.
- Support the membership committee.
- Contact utility companies when occupants move out and new members move in
- Process the move out charges and details.

**Members/Tenants**:

- Reply to members.
- Inquiries and concerns and refer them to the staff person who can respond to them.
- Work with the manager to prepare and deliver material for members meetings.
- Work with the manager to prepare for members meetings.
- Send notices of housing charge changes and other notices as the manager directs.

**Financial**:

- Prepare cheque requisitions and cutting cheques.
- Making all deposits on time.
- Controlling the petty cash system.
- Reviewing financial statements.
- Giving members notice of changes to housing charges.
- Issuing late payment, arrears and N.S.F. notices.
- Calculating housing charges and adjustments.
- Maintaining external, internal and subsidy waiting lists.
- Setting up confidential files for households receiving subsidy.

**Qualifications and Skills**:

- Experience with residential housing administration is an asset. Skilled at using accounting related computer software is an asset.
- Capacity to provide professional, kind, caring customer service is an asset.
- Positive, helpful, friendly attitude is an asset.

**About Precision Property Management**: