Office Administrator

About Housing Alternatives

Housing Alternatives is a purpose-driven housing resource group dedicated to providing safe, affordable, and supportive housing in our community. We manage a diverse portfolio of residential properties and work closely with housing co-operatives and non-profit housing providers to create stable, inclusive living environments. Our non-profit has been operating in Saint John since 1981. Today, we manage approximately 1,000 units across New Brunswick and Prince Edward Island.

Job Overview

We are seeking a highly organized and customer-focused Office Administrator to support the daily operations of our office. This role is the first point of contact for tenants, members, visitors, and partners, ensuring a welcoming environment and smooth administrative flow. The Office Administrator is responsible for reception duties, coordinating communication, maintaining accurate records, and supporting property management functions.

Key Responsibilities

• Provide friendly and professional front-desk service, including greeting visitors and managing phone and email inquiries.
• Open and close the office and maintain an organized, safe, and efficient reception area.
• Manage tenant/member files, update information in our property management system (Buildium), prepare leases and renewal notices, and support the leasing process.
• Coordinate maintenance requests, work orders, inspections, move-ins/move-outs, and other property-related scheduling.
• Oversee key control, cheque/money order tracking, mailouts, correspondence intake, and office supply/inventory management.
• Generate reports, maintain filing systems and compliance records, and handle confidential information with professionalism.
• Communicate with tenants, property owners, vendors, and service providers as needed.
• Support leadership with administrative tasks, meeting preparation, minute-taking, expense tracking, and special projects.
• Contribute to staff onboarding, provide guidance to administrative team members, and make independent decisions to maintain office safety and workflow.
• Provide a degree of oversight over procedures and processes.
• Assist with marketing efforts and resident communications.

Required Experience/Skills

• 5+ years of Administrative Experience
• Experience in Human Resources Administration is considered an asset
• Experience working in the Housing and/or Non-Profit Sector
• Bilingualism is considered an asset
• Excellent word-processing skills (MS Word). Strong knowledge of other Microsoft Office programs - Outlook, Excel, PowerPoint, SharePoint, Teams etc.
• Strong front desk skills with multi-line phone system expertise and customer service quality in all interactions
• Extensive office experience specifically with clerical and administrative functions
• Excellent communication skills (both verbal and written)
• Exceptional organizational skills with attention to detail
• Skilled in filing systems and document management

Working Conditions

• In-person at 171 Adelaide Street, Saint John NB
• We offer a condensed 4-day work week (Monday-Thursday)
• Occasionally, telephone answering and reception responsibilities can be stressful
• Extended periods of sitting and working at a computer

This position offers an opportunity to be a vital part of a professional team dedicated to operational excellence. The successful candidate will demonstrate a blend of administrative expertise and qualities, and excellent communication skills to support our organizations' growth and impact.

Job Type: Full-time

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Mileage reimbursement
• On-site parking
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care

Work Location: In person