Property Administrator

• 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 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.
• 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.

• 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 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.

• 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.
• Reviewing applications for subsidy and conducting annual income verification.
• Maintaining external, internal and subsidy waiting lists.
• Setting up confidential files for households receiving subsidies.

• 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.

http://www.ppmgmt.ca