Job Posting 73260

Administrative Assistant (Co-op)
COHO Management and Services Society
Vancouver & Lower Mainland
closed 4 days ago (Fri, 23 Jul)
full time  •  $3,773 to $4,821

JOB POSTING

 

Title:                           Administrative Assistant (Co-op)

Classification:          Management Assistant

Rate:                          $3,661 – $4,412 monthly 

Hours:                        35 hours per week

Reports to:                Management and Maintenance Coordinator

 

ADMINISTRATIVE ASSISTANT

 

The Administrative Assistant provides marketing, recruitment and administrative support, and assists with maintenance co-ordination and other related assignments for the co-op. The Assistant will also handle incoming member/resident inquiries and concerns on a day-to-day basis. This position requires someone who can work independently with minimal supervision. The ideal candidate will be a mature self-motivated individual who can provide excellent customer service.

 

QUALIFICATIONS

  • Post-secondary diploma in office administration or equivalent experience
  • Highly organized, with excellent planning and time management skills
  • Reliability, accuracy and attention to detail
  • Fast learner, able to take initiative and problem solve
  • Excellent interpersonal skills, including judgement, tact, integrity and patience
  • Excellent spoken and written English, including proofreading skills
  • Able to maintain confidentiality
  • Computer proficiency, including knowledge of Windows environments and advanced Microsoft Office skills (Word, Excel, and Outlook)

RESPONSIBILTIES

 

Administrative Support

  • Handle member/resident concerns or co-op inquiries by managing incoming phone calls and emails
  • Provide word processing and other computer support
  • Maintain records and prepare correspondence and notices
  • Maintain adequate inventory of office supplies
  • Assist in marketing, including advertising and organizing orientation sessions for the building(s)
  • Conduct viewing of units to prospective members/residents
  • Co-ordinate interviewing of prospective members/residents  
  • Undertake credit and landlord checks
  • Assist in processing of A/R and A/P if necessary
  • Assist with the co-ordination of the move-in and move-out process
  • Process necessary documentation for new members/residents
  • Assist with annual, corporate and government filing and reporting
  • Ensure compliance with the Building Keys and Locks Policy for co-ops and/or non-profit partners, including
  • Assist with Building Policy compliance

Maintenance Co-ordination Support

  • Administer work order tracking system
  • Perform move-in and move-out unit inspections and coordinate building access when required
  • Assist with maintenance co-ordination for individual units
  • If necessary or in the absence of other staff, assist with emergency maintenance co-ordination during regular working hours

Other

  • Perform other duties when necessary and as directed by the Management and Maintenance Coordinator

WORKING REQUIREMENTS

  1. Ability to work a weekly schedule that is located at the co-op office on both weekend days and three weekdays
  2. If required, the ability to work outside of this role’s regularly scheduled workweek (i.e. statutory holidays and evenings.) This may include working remotely and/or on-site to help with the move-in and move-out process or to meet other operational needs.
  3. Ability to work evenings to attend meetings and educational events or to meet operational needs
  4. Ability to meet intensive and changing deadlines
  5. Flexibility to work on-site in the office of multiple housing co-operatives with frequent activities and travel in and around the Lower Mainland
  6. Access to a vehicle is required

 

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