Property Management Coordinator

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 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 creative solutions for everyday issues.
We are looking for a self-directed, mature, self-motivated, kind, and efficient person who is down-to-earth, friendly, cheerful, and approachable.
Candidate must have strong people, administrative, and organizational skills.
Salary range is $38-45K per year. The candidate must be comfortable 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. Staff will be given time off in exchange for any additional hours worked for Board meetings.
The role of the Property Coordinator is to act as:
The agent of the management team.
Resource person for the management team, other staff, committee,s and client/visitors.
The first point of contact for residents and to work with the management team is:
Setting objectives, goals, bylaws, and management procedures.
Make 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 Property Coordinator 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 the recycling 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.
Reply to inquiries and receive application forms.
Photocopy applications, move-in kits, bylaws, 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/Tenants:
Reply to members.
Inquiries and concerns should be referred 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.
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 payment, arrears, and NSF 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 a subsidy.
No phone calls, please. We thank all interested candidates, however, only applicants selected for an interview will be contacted.
Qualifications and Skills:
Experience with residential housing administration is an asset.
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, and friendly attitude is an asset.

About Precision Property Management: