Housing Administrator Job Description
Job Title: Housing Administrator (Full-Time)
Location: Metta Housing Co-operative Inc., Toronto, ON
Start Date: February 1, 2025
Rate of Pay: $18.00 – $25.00/hr based on experience
About Us
Metta Housing Co-operative Inc. is a 114-unit, municipally-funded apartment complex in Toronto’s southern end. We provide safe, affordable housing in a diverse and inclusive community, guided by the principles of co-operative living and shared responsibility.
Position Summary
Under the supervision of the Housing Co-op Manager/Property Manager, the Housing Administrator provides administrative, clerical, financial services, and community program support to ensure the smooth operation and overall good standing of the Co-op. This position plays a pivotal role in maintaining regulatory compliance, securing funding, improving member satisfaction, and supporting Metta’s mission, vision, and values.
Key Responsibilities
General Administration:
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- Manage office procedures, filing systems, and ensure compliance with privacy regulations (e.g., Personal Information Protection Act).
- Assist in managing Co-op operations during the Housing Co-op Manager/Property Manager’s vacation or absence
- Respond to public inquiries, correspondence, and greet visitors in a professional manner.
Member Services:
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- Administer waiting lists, manage move-ins/outs, and oversee internal relocations to ensure accurate documentation and member satisfaction.
- Address tenant concerns, enforce bylaws and policies tactfully, and provide counseling to members and applicants.
- Educate members on processes such as subsidy calculations through workshops and newsletters.
Financial Management and Grants:
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- Perform Rent-Geared-to-Income (RGI) calculations and conduct annual income verifications for members.
- Reduce arrears through account analysis, corrective adjustments, and issuing notices for timely payment.
- Assist in applying for grants and funding opportunities to support building repairs and capital improvements.
- Collaborate with the Treasurer and Finance Committee to oversee financial controls, prepare bank deposits, and maintain accurate financial records.
Compliance and Reporting:
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- Prepare and submit the Social Housing Quarterly Report to the City, detailing RGI income, vacancies, unit turnovers, arrears, over-housed households, and loss of eligibility.
- Ensure compliance with the Co-operative Corporations Act, governance standards, and Landlord Tenant Board procedures.
Board and Stakeholder Support:
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- Prepare management reports and attend monthly evening Board and weekly staff meetings, providing operational updates to facilitate informed decision-making.
- Collaborate with the Board of Directors to draft, revise, and implement policies, ensuring alignment with agreements, bylaws, and effective governance practices.
Communications and Outreach:
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- Publish newsletters and manage the Co-op’s website and social media accounts to share updates, educate members, and support marketing efforts.
- Respond to inquiries from the general public and vet responses from online platforms.
Member Satisfaction:
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- Conduct satisfaction reviews to identify service deficiencies and recommend improvements to the Board with clear timelines.
- Monitor the implementation of recommendations and track ongoing results to improve member services.
Community Engagement and Technical Operations:
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- Foster relationships with community organizations, municipal groups, and stakeholders to enhance support programs and housing quality.
- Assist with the transition of data from HMWORX to NewViews for Non-Profit accounting software, ensuring data integrity and accuracy.
- Use NewViews for Not-for-Profit for financial management tasks, including reporting and tracking receivables.
- Manage RentCafe Vacancy Management Process in coordination with the City, ensuring accurate vacancy postings and compliance with program requirements.
Knowledge and Skills
- Advanced administrative and organizational skills, with the ability to manage multiple priorities effectively.
- Proficiency in NewViews for Non-Profit accounting software; familiarity with HMWORX is an asset but not required.
- Experience with RentCafe Vacancy Management Process is a strong asset.
- Strong interpersonal and communication skills, both written and oral.
- Ability to maintain discretion and professionalism when handling sensitive or confidential matters.
- Knowledge of General Accepted Accounting Principles (GAAP), accounts receivable procedures, and arrears collection processes.
- Familiarity with governance standards under the Co-operative Corporations Act and housing regulations.
- Adaptability in critical incidents, with strong problem-solving and analytical thinking skills.
- Understanding of the role and resources provided by CHFT and CHFC, leveraging federation tools and guidance to support governance, compliance, and community development initiatives.
- Familiarity with municipal housing guidelines is an asset, though training on City-specific requirements will be provided.
Experience
- Minimum 3-5 years of experience in an office environment, with a focus on administration, property management, or community services.
- Proficiency in NewViews for Non-Profit; experience with HMWORX and RentCafe processes is an asset.
- Demonstrated success in reducing arrears, improving financial records, or managing member satisfaction initiatives.
- Experience working with diverse populations, including those with mental health or housing challenges, is an asset.
Additional Requirements
- Clear criminal record check upon acceptance of the position.
- Willingness to work with a volunteer Board of Directors and committees.
Hours of Work:
35 hours per week. Additional hours may be required based on operational needs.
Application Deadline:
Applications will be reviewed on a rolling basis until the position is filled.
How to Apply:
Please email your resume and cover letter to [email protected].
We encourage applications from individuals of all backgrounds, including those from underrepresented communities.
