Management and Maintenance Coordinator

Position Summary

Reporting to the Staff Supervisor, Management Services – the Management Coordinator is a property management role that supports our clients by coordinating daily tasks, projects, and office operations for them. The Management Coordinator must be able to interpret and advise the Board of Directors on operating agreements, budgets, subsidy agreements, capital plans etc.

Each housing co-op is unique and has its own set of requirements that the Management Services Team aims to fulfill. The incumbent is a detail-oriented and proactive senior administrator who supports the daily operations of our housing cooperatives. This role provides general administration and advisory services within COHO's Management Services, by identifying and addressing administrative needs of our co-op clients.

The incumbent is responsible for the day-to-day management and maintenance coordination of the co-operative. This role is also responsible for carrying out procedures determined by the Board of Directors and the general membership and as directed by the co-op representative(s). Where applicable, the Coordinator is also responsible for the direction and supervision of other persons contracted or employed by the co-op for any purpose. Travel is required.

Key Responsibilities

The role encompasses a broad range of responsibilities essential to the effective operation of the housing cooperatives. The responsibilities for this role include the following:

• Answer telephone inquiries from members, record cheques, make bank deposits, and maintain accurate accounts receivable and payable records.
• Prepare monthly financial packages—such as bank reconciliations, income and cheque registers—and process invoices, prepare cheques, submit taxes, and manage homeowner grants.
• Collection of housing charges (rent) and arrears management
• Move-in/move out coordination, marketing of vacant units and maintaining waitlists
• Understand, interpret and report on monthly Financial Statements to the Board of Directors
• Regularly report to the cooperative board of directors, including the preparation and presentation of monthly management reports at evening board meetings, as well as attending annual general meetings and budget sessions.
• Maintain comprehensive records, prepare correspondence, and draft meeting minutes as requested
• Assist the board in interpreting operating agreements, conduct credit checks and income verifications, administer the petty cash fund, and support investment administration
• Coordinate annual corporate and government filings and reporting
• Filing and organizing file cabinets - maintaining both electronic and hard copy file systems
• Performs all other duties as assigned by management, including attending meetings in evenings occasionally
• Other duties as appropriate to the well-being of the housing cooperative

Maintenance Coordination

• Evaluate and process work orders, including assigning work to trade companies, following up with them to ensure completion, and processing invoices for the completed work
• Communicate information between the co-op board and the maintenance team
• Follow-up on the quality of the work being performed, as needed

Qualifications (Education, Knowledge & Experience needed for the job)

• Post-secondary Diploma or equivalent combination of training and relevant work experience
• Basic bookkeeping training or experience, or knowledge of accounting principles
• Not less than three (3) years of administrative experience
• General knowledge of building systems
• Excellent spoken and written English, including proofreading skills
• Clear and professional communication skills, both verbal and written
• Demonstrated experience of providing proactive quality assurance measures for clients while maintaining vendor relationships
• Demonstrated attention to detail and accuracy
• Technological proficiency, including experience with Microsoft Office Suite of applications (Word, Excel, PowerPoint and Outlook)
• Experience working with multi-unit residential buildings and effective communication with residents as well as contracted maintenance personnel is an asset
• Experience with or knowledge of housing co-ops an asset

Competencies and Disposition

• Professional business manner
• Highly organized, with excellent planning and time management skills
• Reliability, accuracy and attention to detail
• Fast learner, able to take initiative and problem solve
• Comfortable working both independently and within teams
• Excellent interpersonal skills, including judgement, tact, integrity and patience
• Positive attitude, ability to adapt to change, and superior sense of accountability and responsibility over assigned objectives, outcomes, and records
• Strong follow through and organizational skills
• Excellent interpersonal skills; and,
• Able to maintain confidentiality
• Class 5 driver's license and access to a vehicle is an asset

Working Conditions

This position often requires flexibility to work outside of regular office hours (i.e. evenings). This position may be based on site in the office of multiple housing co-operatives with frequent activities and travel in and around the lower mainland. 

The incumbent must be able to lift and carry up to 25 lbs, as well as have the manual dexterity to type, file documents and operate machinery.  In addition, as required at co-op sites, the incumbent must be able to walk short distances/climb stairs.

Physical Demands:

• Repeating the same movements.
• Bending, Stooping, Moving around.
• Use of hands to handle, control, or feel objects, tools, or controls.
• Moving or lifting miscellaneous equipment including moderately heavy items.

Diversity, Equity & Inclusion at COHO:

At COHO, we foster a work environment that is inclusive and diverse, where people can be themselves. Every perspective and lived experience is valued so that together, as a co-operative, our interactions with members and the public embodies respect and a sense of belonging.

This job description, as others, has been designed to indicate the general nature and level of work performed by the incumbent assigned to this role. It is not designed to necessarily comprise of or to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee or contractor assigned to the job.

To perform the job successfully, an employee is expected to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive of the knowledge, skills, and abilities required to serve in the role.