Day: December 2, 2019

02 Dec 2019

Administrative Assistant – Windmill Line Co-op – Deadline Jan 3rd

Windmill Line Co-operative Homes Inc.
Administrative Assistant

Position Type: Part Time, 24 hours                                     Date Ad Posted: December 3, 2019
Job Region: ON-Downtown Toronto                                   Application Deadline: January 3, 2020

Windmill Line Co-operative Homes, a 206 unit housing co-operative in Toronto is seeking a part-time (24 hrs/wk) Administrative Assistant. Under the supervision of the General Manager, the Administrative Assistant will provide reception duties to members/general public, administrative support to co-op staff, some clerical and financial duties and community program assistance to ensure the overall good standing of the Co-op.

Member Services
• Ensure that all member inquiries are addressed in an efficient and timely manner
• Work with manager to prepare and deliver material for board/member’s meetings
• Work with the various committees as required
• Follow the co-op policies and procedures specifically with respect to move in/outs
• Maintain internal transfer/waiting lists
• Maintain the room book log and assist members and outside parties with booking inquiries

• Direct members to the appropriate staff person
• Support all co-op staff in their daily tasks and activities
• Maintain staff calendars and weekly schedules
• Ensure that reports, minutes, agendas and other Board/member documents are circulated as required
• Set up filing systems/ensure that the filing system is up-to-date and maintained
• Allocate member parking and maintain parking records
• Handle reception and telephone duties during office hours and return telephone calls
• Take recorded telephone messages and pass them to the appropriate person
• Handle deliveries, incoming/outgoing mail and courier
• Creating/posting reports/memorandums/notices/board minutes
• Order office supplies and maintain an office supply inventory

Inquiries, Applicants and New Members
• Reply to inquiries and receive application forms
• Photocopy applications, welcome binder, by-laws for applicants or new members
• Help to organize information sessions and prepare materials for interviews
• Process applications
• Co-ordinate move-ins/move-outs
• Maintaining external waiting lists

• High school Diploma or equivalent: College degree or administrative assistant certificate preferred
• Minimum 3 years’ experience in administrative assistant services
• Previous experience working in a housing co-operative is an asset
• High Proficiency in using Microsoft Outlook and Google Calendars
• Superior written and oral communication skills
• Ability to communicate with members of diverse backgrounds and abilities
• Solid organizational and time management skills
• Experience in maintaining confidential files and basic knowledge of PIPEDA legislation

Some evening and weekend work is required.

The successful candidate will need to provide the employer with a Canadian Police Certificate for Employment.

$18.00 – $23.00 per hour (based on experience)

If you are interested in this position, please submit your cover letter and resume to no later than 5pm, January 3, 2020.
We thank all interested candidates. However, only applicants selected for an interview will be contacted. No phone calls please.

Windmill Line Co-operative Homes is an equal opportunity employer. We are committed to a diverse and inclusive, barrier-free hiring processes. If contacted for an interview, please advise us if you require an accommodation.

Administrative Assistant – Windmill Line Co-op