Overall Job Description Summary

The On-Site Coordinator ensures the effective and timely management for a non-profit housing co-op, handling member inquiries, financial transactions, maintenance coordination, and communication with the Board of Directors. Responsibilities include processing accounts, issuing financial notices, assisting with move-ins and move-outs, managing communal space bookings, supporting Board and General Meetings, and maintaining member files and corporate records. The coordinator also liaises with stakeholders, ensuring compliance with funding programs and co-op regulations. This is a four month temporary part-time position with a start date of October 1, 2024.

Requirements:

1. Financial:
   • Liaises with financial administrator to ensure accurate processing of accounts payable and receivables, member payments, arrears, and insurance.
   • Issues member notices regarding financial matters such as arrears, late payments, and subsidy assessments.
2. Maintenance and Asset Management:
   • Coordinates liaison between maintenance staff, contractors, and relevant committees.
   • Maintains contractor correspondence and ensures compliance with funding programs.
   • Issues member notices related to unit alterations, inspections, and rule violations.
3. Member Services:
   • Assists with the move-in/move-out process and maintains accurate records.
   • Manages member inquiries and refers them to appropriate officials.
   • Oversees communal space booking procedures.
4. Board of Directors:
   • Communicates Board decisions to members and stakeholders.
   • Prepares and distributes agendas, minutes, and reports for Board meetings.
   • Ensures access to necessary documents and records for the Board.
5. General Meetings:
   • Supports the scheduling and conduct of General Meetings, including preparing sign-in lists, ballots, and notices.
   • Liaises with online support services for meeting conduct.
6. General Administrative:
   • Maintains and updates member files, distribution lists, and inventories.
   • Monitors the co-op’s email and maintains corporate records.
   • Communicates on behalf of the Board with members, staff, contractors, and agencies.
7. Correspondence:
   • Addresses incoming and outgoing correspondence
   • Maintains and gathers records and files from correspondence
   • Prepares, sends and forwards correspondence regarding board business including for legal review and government/agency reporting.

Reporting Requirements

The employee will report jointly to the Board of Directors and the Personnel Committee.

Hours of Work

18-20 hours per week, a combination of onsite office hours and remote hours, monthly meeting support (1-2 evenings per month).

Education, Skills and Experience:

• Excellent communication and people skills with members, suppliers, contractors, board of directors and other stakeholders
• Ability to work independently, identify and resolve problems, excellent time management and organizational skills
• High level of professionalism and ability to maintain confidentiality
• Ability to maintain professional boundaries in the workplace
• Basic bookkeeping training or experience, or knowledge of accounting principles
• Experienced computer user, esp. MS Word, MS Excel, MS Outlook
• Experience conducting regular administrative duties
• Experience working with multi-unit residential buildings and effective communication with residents
• Demonstrated knowledge of co-operative governance is considered an asset
• Knowledge of housing co-operatives is an asset