Position Summary
The Housing Coordinator is responsible for the overall day-to-day operations of assigned client sites, including administrative and financial processing, oversight of company administration systems, record keeping, corporate governance, member/tenant services, complaint resolution, maintenance, office administration, inquiries, preventative maintenance, and community development.
Essential Functions and Basic Duties :
Office Administration
- Track and maintain petty cash.
- Prepare legal notices as required.
- Ensure the Calendar of Events is followed and updated.
- Complete FORM 1 filings upon Director turnover.
- Respond to member/tenant inquiries and concerns in a timely manner.
- Review and maintain the site administration binder.
- Support community involvement, committees, clubs, and site initiatives.
- Process applications according to by-laws, policies, procedures, and centralized waiting list requirements.
- Coordinate move-ins and move-outs.
- Fill vacancies professionally, efficiently, and expediently, and maintain the vacancy report.
- Maintain contractor key logs and ensure all keys are accounted for at all times.
- Prepare reports, memorandums, notices, action lists, minutes, agendas, and Board/Member documents in a timely manner.
- Keep the office filing system clean and organized.
- Follow the established Managers Schedule and recommend changes to the Senior Property Manager as needed.
- Process RGI applications according to client by-laws and government regulations.
- Review planned preventative maintenance plans for each site two months before fiscal year-end.
- Ensure fire safety plans are updated and local fire safety ordinances are followed.
- Plan, complete, and follow up on annual unit inspections.
- Plan and schedule Board and Member meetings as required.
- Monitor and assist the Senior Property Manager with annual reviews, contract renewals, tendering dates, and related processes.
- Ensure all contractors sign Confidentiality and Code of Conduct agreements.
- Review and update maintenance and cleaning schedules.
- Compile and distribute Board packages according to company policy.
- Attend Board and Member meetings as required.
- Review correspondence from Service Managers, legal firms, government agencies, etc., ensuring company policy is followed and appropriate parties are informed of issues.
- Monitor all on-site log books.
- Review special project funding and oversee projects through completion.
- Review outstanding legal cases/claims.
- Review and follow up on outstanding work orders with staff.
- Address difficult matters involving members, tenants, Board complaints, staff concerns, Service Managers, Receivers, and maintenance issues.
Financial
- Ensure payables and receivables systems function properly and comply with company policies.
- Enter deposits and expenses into the site accounting system.
- Prepare for annual financial audits within required timelines.
- Prepare for operational/RGI reviews as required.
- Work with the Board of Directors to prepare annual Operating and Capital budgets.
- Review monthly financial statements and Board packages in detail with Board Members.
- Complete all deposits on time.
- Issue late payment, arrears, and NSF letters in a timely manner.
- Complete all payables in a timely manner.
- Make purchases according to the client’s spending policy, procedures, or Board approval.
- Update the Assets/Inventory list at fiscal year-end.
- Review and ensure deficit reduction plans are on track and required reports are submitted to the Service Manager and Senior Property Manager.
- Maintain the arrears report on an ongoing basis.
Rent-Geared-to-Income Calculations
- Review applications and complete annual RGI reviews according to local Service Manager policies, housing provider by-laws, company policies, and directives.
- Process RGI applications.
- Collect required material from members/tenants to comply with applicable legislation and Service Manager regulations.
- Calculate housing charges/rents for members/tenants receiving an RGI subsidy.
- Send appropriate notices related to the RGI process.
- Identify over-housed or under-housed members/tenants and take required action.
Maintenance and Preventative Maintenance Management
- Ensure the maintenance work order system functions according to applicable policies and procedures.
- Collect, assign, and enter all work orders into HMWorks in a timely manner.
- Prepare monthly work order reports for review.
- Ensure the preventative maintenance plan is followed and kept up to date.
- Conduct regular property inspections and take corrective action as required.
- Ensure the client has reliable and cost-effective service agreements and contracts with trades, contractors, and consultants.
- Ensure trades are properly supervised.
- Inspect completed work before releasing payment to contractors/suppliers.
- Manage on-site cleaners and maintenance staff.
- Plan and schedule maintenance work with contractors.
Miscellaneous
- Follow the administration/property manager timeline.
- Maintain strictly professional relationships with members/tenants, committee members, and the Board of Directors.
- Update co-op by-laws to align with legislation.
- Assist with organizing and planning social events.
- Ensure property, officers, and directors insurance remains up to date.
- Forward all correspondence, legal matters, and incident reports to the Senior Property Manager.
- Maintain knowledge of the Housing Services Act, 2011, Residential Tenancies Act, and the housing provider’s by-laws/policies.
- Complete any other duties and responsibilities assigned by the Company from time to time.
Pay: From $41,000.00 per year
Benefits:
- Dental care
- Paid time off
- Vision care
Flexible language requirement:
Ability to commute/relocate:
- Chatham-Kent, ON: reliably commute or plan to relocate before starting work (required)
Experience:
- housing coordinator: 1 year (required)
Work Location: In person
