Property Coordinator - Residential

Location

Hamilton, ON | Canada

Job description

About the Job

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 people's problems.

• The Property Coordinator 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.
• The candidate must have strong people, administrative and organizational skills.
• The candidate must enjoy providing services to diverse communities.
• 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 (11 am to 7 pm) per week is required. 

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 clients/visitors.
• The first point of contact for residents and to work with the management team in:
  • Setting objectives, goals, by-laws, and management procedures.
• Make sure that these and other basic controls are in place and 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 Coordinator is responsible:

Office Administration and Routines:

• The Administrator is responsible for the 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 on 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.
• Reply to inquiries and receive application forms.
• Photocopy applications, move-in kits, by-laws, and other information for applicants or new members.
• Help to organize information sessions and prepare materials for interviews.
• Process applications.
• 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:

• 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 member meetings.
• Work with the manager to review annual applications for housing charge assistance and calculate housing charges.
• 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 payments, arrears and N.S.F. notices.
• Calculating housing charges and adjustments.
• Reviewing applications for subsidies and conducting annual income verification.
• 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. 
• Being skilled at using accounting-related computer software is an asset. 
• The capacity to provide professional, kind, caring customer service is an asset. 
• A positive, helpful, friendly attitude is necessary.

No phone calls, please. We thank all interested candidates, however, only applicants selected for an interview will be contacted.

Job tags

Salary

$38k - $42k per year