Housing Administrator

The Housing Administrator supports the Property Manager by ensuring that all administration activities within the Company’s client offices are well coordinated with the Company’s administration systems. They performs duties and responsibilities in the areas of member / tenant services, financial information processing, maintenance, office administration, enquiries, community development and addressing complaints and resolving problems in the specific areas of the administration of RCMS clients’ offices. Housing Administrators should also 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.

The duties in these areas of responsibility, may include, but are not limited to, any combination of the following core competencies and tasks:
**CORE COMPETENCIES**

Written / Oral communications

Ethics and Professionalism

Attendance / Punctuality, Dependability

Problem Solving and Analytical Ability

Customer Service and Interpersonal Skills

Safety and Security Awareness

Team Work

Planning and Organization

Initiative and Adaptability

Respect and adherence to ethical principles regarding data protection and confidentiality regarding any information obtained as part of the professional activity

Internal Co-operative / Non-Profit “political awareness”

**OFFICE ADMINISTRATION AND ROUTINES**

Maintain a clean and organized work environment

Ensure bank deposits are deposited in a timely manner

Ensure petty cash is being tracked and maintained

Create / Posting reports, memorandums, notices and board meeting minutes

Update arrears reports, late charges, NSF’s, payment and performance agreements

Prepare NTA and boards eviction decisions to members/tenants and their related forms

Prepare N4’s and N8’s for non-profit housing providers as required

Attend Board/ GMM/ Member/ Receiver meetings or any other meetings as requested

Prepare Board / Member meeting minutes in a timely manner as per company policy and ensure completion and distribution of action / follow up lists accordingly

Prepare Board / Member meeting packages prior to the assigned deadline

Prepare files to be send to Co-op Lawyers

Prepare vacancy reports for review

Ensure your COE (calendar of events) is being reviewed and updated

Order and control office supplies for the office

Process any incoming and outgoing mail and ensure it is received by the proper recipient

Maintain parking, locker and storage lists (this includes waiting lists and providing the parking enforcement company with the required information - if applicable)

Control keys / entry cards / FBO’s system

Provide support and resources to various Co-op/Non-Profit committees, clubs, etc

**INQUIRIES, APPLICANTS AND NEW MEMBERS/TENANTS**

Coordinate the move in/out process

Fill vacancies in a professional, expedient and efficient manner at all times

**MAINTENANCE**

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

Assist with the supervision of maintenance and cleaning staff in the absence of the Property Manager

Maintain contractors key log

**FINANCIAL**

Ensure that the payables and receivables systems are functioning and conforming to RCMS policies

Prepare cheque requisitions for Managers review and approval

Enter all deposits and expenses into the YARDI accounting system

Assist with the annual financial audit preparations as required

Collect, count and deposit all laundry machine monies (if applicable)

**RENT-GEARED-TO-INCOME (RGI) - (Training Provided)**

Collect all material from members/tenants as required in order to comply with the applicable legislation and Service Manager regulations

Provide the appropriate notices in accordance with regulations

**Performance Measurements**

Your performance will be primarily measured on the following factors:

- Performance Objectives
- Initiative
- Inter-Personal Skills
- Communication

**Qualifications**

Skills/Abilities:
Must possess superior customer service skills

Must possess superior verbal and written communication skills

Must be detailed orientated and possess excellent organizational skills

Experience Required: 1-2 years of industry experience required

**Equal Opportunity Employer**

Our policy promotes equal employment opportunity for all applicants and employees. RCMS does not unlawfully discriminate on the basis of race, colour, religion, sex, national origin, ancestry, age, physical disability, mental disability, medical condition, marital status or sexual orientation. We prohibit the harassment of any individual on any of the grounds listed above. This applies to all areas of employment including recruitment, hiring, training and promotion.