Job Description

Job Description

Job Description

Quarry Coop Office Manager Job Description

  Summary: The Office Manager supports Quarry Coop, a non-profit housing Coop, in day-to-day functioning through general office support, financial management, program and administrative support. The Office Manager maintains a positive working environment through organization and support of team members. Primary duties include bookkeeping, insurance billing, payroll and administrative support. The Office Manager should be a team player and seek ways to enhance services through supporting team members and the overall functioning of the Coop.

DUTIES:

1. Corporate Services

· Assist in the preparation of agendas for Board and Members' meetings. Ensure supporting material is ready and available.

· Arrange for Board orientation each year and provide information about other training opportunities

· Prepare management reports regularly for Board meetings.

· Advises Directors and members about their role in the co-op's governance structure

· Prepare Committee reports for regular Members' meetings.

· Attend and assist at Board, Committee and Member meetings so that information is understood and acted on.

· Provide advice and information to the Board, members and committees promptly..

· File audited financial statements and required reports and notices with government agencies

· Makes sure the Co-op follows program rules, complies with the Co-operative Corporations Act and other laws, and protects the privacy of personal information

· Administers the Co-op's by-laws

· Assists the Board with eviction hearings and works with the Co-op's lawyer to obtain writs of possession, as necessary

· Works with the Co-op's lawyer on legal proceedings related to the Co-op's operations

· Makes sure the Co-op has adequate insurance coverage and administers claims

· Reports to the Board, as necessary, on legal issues as they arise

2. Office and Staff Management

· During open office hours, respond to email, telephone and walk-in inquiries from members and the general public to ensure smooth operation and effective use of facilities.

· Investigate, recommend and purchase office equipment, supplies and furnishings.

· Maintain computer file backup system

· Hiring practices for Maintenance Staff as required.

· Deal with complaints, mediation and conflict resolution.

· Assess community resources and support programs for Members.

· Create and maintain employee contracts (annual).

· Create, review and update office forms as required.

· Create professional business letters to government, contractors, banks and investment companies as required.

· Examine by-laws and policies.

· Review City and Co-op Sector Organizations' bulletins, directives and newsletters.

· Orientation, supervision and evaluation of other staff

· Provides support to other staff and arranges for additional training as necessary

· Maintains personnel records

· Maintains Workers' Safety and Insurance Board (WSIB) records and prepares claims, if necessary

· Reports to the Board quarterly on personnel matters

3. Member Selection and Unit Allocation

· Assist Member Selection Committee and potential members through:

i. Preliminary interviews

ii. Show facility and available units

iii. Process withdrawals

iv. Set up and maintain membership files

v. Co-ordinate signings of Occupancy Agreement and other agreements between the Co-op and members

vi. Receive required fees and deposits

vii. Provide members with move-in information

viii. Administer unit allocations process

· Manage the internal and external waitlist (City registry)

· Administers the Co-op's Agreement with support services agencies

· Obtain and review the rent-geared-to-income (RGI) waiting list from the Registry

· Provide the Registry with an update of the waiting list status once member selection has occurred (Lotus Notes)

· Provides monthly vacancy reports to the Board

4. Occupancy Changes

· Receive and process notices of Intention to vacate and internal relocation requests

· Notify the Board and appropriate committees of occupancy changes and update Co-op records as required

· Co-ordinate moves into and out of and within the Co-op

· Issue member deposit interest and refund when applicable (move out)

· Assist Maintenance Staff in carrying out move-out/move-in inspections as required

· Prepare and carry out eviction notices

· Co-ordinate new membership info with Fire Safety Chairperson

· Makes sure units are quickly restored to the market-ready condition following move-outs to minimize vacancy loss

· Conducts credit and landlord checks

5. Finance

Administers the rent-geared-to-income (RGI) program based on the requirements of the

Co-ops funding program, including:

1. Calculating housing charges and adjustments

Conducting annual income verification

Reviewing applications for subsidy (In Situ Market to RGI)

· Notifies the members of housing charge changes

· Inform and act as a resource to members of City regulations for providing proof of income

· Make sure that bank deposits are done on time and are correctly recorded

· Manages member accounts receivable by

i. Collecting payments and issuing receipts if required

ii. Issuing late payments, arrears and NSF notices

· Administers the Co-op's accounts payable, including invoice processing and cheque preparation

· Prepare cheques for signing and mailing

· Co-ordinate cheque signing

· Co-ordinate signing authorities with bank and Board members

· Administers a petty cash system

· Co-ordinate unit maintenance repair and report — provide for budget preparation

· Assist in the preparation of the annual operating budget (with Bookkeeper)

· Prepare for the audit and year-end information report (with Bookkeeper)

· Maintain and update Asset Planner Database information as required by the City of Ottawa

· Administers the Co-op's Arrears and Spending by-laws

· Ensures compliance with all financial requirements of the Co-ops funding program

· Maintains the financial records

· Advises the Board and Finance Committee on financial matters

6. Property Management

In co-operation with the Maintenance Staff, ensure the safety and smooth operation of the facility as follows:

· Identify potential facility problems and consult with knowledgeable parties to outline potential solutions and costs

· Remain informed of building operations (ongoing) through discussions with Maintenance Staff and members

· Ensure that appropriate parties respond to crises

· Ensure that appropriate services are available when required

· Negotiate service and utility contracts where necessary

· Anticipate and solicit appropriate estimates for seasonal contract services and make recommendations to the Finance Committee and Board

· Ensure that appropriate emergency, corrective and routine maintenance programs are in place and updated as required

· Makes sure the Co-op complies with the fire code, elevator code, Electrical Safety Authority rules and all other legal and regulatory requirements related to the Co-op's property

· Co-ordinate annual deficiency inspections with maintenance staff and Connmittee

· Co-ordinate regular fire drills with maintenance staff

· Administer Co-op Parking regulations

· Administer the control system

· Retain and supervise tradespeople, as required

· Liaise with consultants and trades employed by the Co-op to carry out repairs

· Act as the purchasing agent for the Co-op as authorized by and following the Co-op's Spending By-laws and resolutions of the Board or members

· Ensure appropriate fire safety procedures are in place and co-ordinate with fire safety chair

· Attend meetings on behalf of the Board as they pertain to Co-op business and operations

7. Co-op Development

· Advise the Board concerning improvement in the management and administration of the Co-op

· Support and encourage good Member relations and education

10. Training

· Workplace Hazardous Materials Information System (WHMIS)

· Accessibility for Ontarians with Disabilities Act (AODA)

· Asset Planner Database Training

· Rent-Geared-to-lncome (RGI) Training

· First Aid, CPR and AED

· Valid Police Reference Check for the Vulnerable Sector

11. General

Perform other duties as may be agreed between the Employee and the Supervisor

Required Training: New Employee Orientation, Intro to Developmental Disabilities, CPR/First Aid, Abuse, Neglect & Exploitation, Blood Borne Pathogens, HIPAA/Privacy & Confidentiality, and any other assigned training.

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