Administrator; Part-time - Cole Road Co-op

Cole Road Housing Co-operative

Position: Administrator (Part‑time role)

Location: Guelph, Ontario

Cole Road Co‑op was incorporated in July 1990, with the first members moving into their homes on June 1, 1991. We are a Housing Services Act (HSA) Co‑operative and one of six housing co‑operatives located in the City of Guelph. Of these six co‑ops, Cole Road is the third oldest and second largest.

We are a very diverse community made up of 82 townhouse units. We are a centrally located community close to parks, nature trails, post office, shops, grocery stores, schools, library, restaurants and more! We are also close to the University of Guelph and we are near many bus routes.

Cole Road Housing Co‑operative is a member co‑op of the Central Ontario co‑operative Housing Federation (COCHF) and the Co‑operative Housing Federation of Canada (CHFCANADA). The daily operation of the co‑op is led by the Co‑op Manager, the supervisor for this role. This staff team of two people are accountable to a board of directors.

The Administrator provides general administrative, operational, and financial support for the operation of the housing co‑op. The Administrator works within the guidelines, bylaws, and co‑op procedures to ensure financial, maintenance, and administrative coordination tasks are complete and accurate. This role is supervised by the Co‑op Manager and acts as a support to both the Co‑op Manager and the Board of Directors to ensure effective ongoing operations.

15–24 hours per week onsite.

Occasional evening and weekend meetings as required by the Co‑op Manager and Board.

• Maintain corporate records of the co‑op as required by the Co‑operative Corporations Act of Ontario (the Act).
• File reports and notices with government agencies as required.
• Administer the co‑op by‑laws, policies, and procedures and act as an agent of the Board in legal proceedings and with government agencies, auditors, community and sector organizations.
• Liaise with the co‑op lawyer and paralegal services as directed.
• Prepare statistical reports as requested for government agencies, Board, etc.
• Prepare meeting packages for Board and member’s meetings, in consultation with the Co‑op Manager.
• Attend Board meetings and member’s meetings to take minutes and make reports as required.
• Negotiate and prepare contracts for review by the Co‑op Manager for authorization and execution.
• Research, plan, and assist in the initiation of new services and programs for members, as directed by the Co‑op Manager.
• Represent the co‑op at sector events and meetings as requested.

• Keep open office hours as scheduled to connect with members and respond to in‑person inquiries.
• Act as first point of contact for all internal and external inquiries.
• Receive all incoming mail and post all outgoing mail.
• Maintain all administrative files for the co‑op.
• Ensure security of records and provide recommendations for ongoing security measures for documents and digital information.
• Maintain all keys and access records for the co‑op.
• Ensure that all by‑laws, policies, procedures, agendas, reports, and minutes are properly maintained.
• Prepare and distribute general communication items to the membership as approved by the Co‑op Manager.
• Maintain a clean and tidy office environment, order supplies, organize regular maintenance on office equipment, and prepare the facility for meetings and events.

• Post monthly housing charge invoices into an Information Management System (IMS).
• Collect all monthly housing charges and deposit them into the Credit Union chequing account promptly.
• Post monthly housing charge receipts into the IMS.
• Monitor and follow up on arrears. Send out monthly account statements to members in arrears. Send late payment and NSF notices as required. Meet with the Board of Directors monthly.
• Prepare a monthly arrears report for the Board.
• Calculate and collect security deposits on move‑in. Repay security deposits on move‑out, less any arrears or maintenance charges. Keep an up‑to‑date log of current security deposits, new security…