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Job Description & How to Apply Below
About Us
Cole Road Housing Co‑operative is a Housing Services Act (HSA) Co‑operative founded in July 1990. We have 82 townhouse units and serve a diverse community in Guelph, Ontario. Our co‑op is the third oldest and second largest in the city, and we are a member of the Central Ontario Co‑operative Housing Federation (COCHF) and the Co‑operative Housing Federation of Canada (CHF CANADA).
The daily operation is led by a Co‑op Manager, who is the supervisor for this role and reports to the board of directors.
About the Role
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 everything is complete and accurate. The 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.
Location & Hours
Guelph, Ontario. 15‑24 hours per week onsite, with occasional evening and weekend meetings as required.
Corporate Responsibilities
Maintain corporate records of the co‑op as required by the Co‑operative Corporations Act of Ontario.
File reports and notices with government agencies as required.
Administer the 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, the board, etc.
Prepare meeting packages for board and member meetings, in consultation with the Co‑op Manager.
Attend board meetings and member 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.
Office Administration
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 bylaws, 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.
Financial Management
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 monthly account statements to members in arrears and 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; maintain an up‑to‑date log of current security deposits, new deposits charged, and refunds given.
Pursue delinquent accounts and send designated arrears to the collection agency or to Small Claims Court, as instructed by the board.
Prepare arrears reporting to the County of Wellington when required.
Post all invoices received from vendors into the IMS.
Pay all bills promptly when due and ensure that all cheques are signed by two signing officers.
Administer the co‑op’s petty cash.
Subsidy Administration
Using the IMS, administer the geared‑to‑income assistance program in accordance with the project operating agreement and other applicable government agreements.
Process subsidy applications, obtain income…
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