Part Time Property Administrator

I mmediate opening. Part-time role - 16 hrs./week

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-to-day management of a housing community including providing kind and courteous services to residents, dealing with maintenance contractors, and finding a 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 PART-TIME, 16 hours per week (two days/week) position.

The role of the Property Coordinator 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 residents' 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 cut 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 subsidies.

Qualifications and Skills :

• Experience with residential housing administration is an asset. Skilled in using accounting-related computer software is an asset.
• The capacity to provide professional, kind, caring customer service is an asset.
• A positive, helpful and friendly attitude is an asset.

About Precision Property Management :