NOTICE OF PERMANENT POSITION
JOB DESCRIPTION
POSITION: Housing Co-op Manager
REPORTS TO: Board of Directors
WORK WEEK: 20-25 hours per week. Some evening work is required.
GENERAL DESCRIPTION:
Vineyard Co-operative Homes is seeking to fill the part-time, permanent position of manager of a 42 unit housing co-op in Beamsville, Ontario. This co-op is administered by Niagara Region Housing Services through the Housing Services Act.
The manager’s job is to oversee and be accountable for the management of the co‑op’s operations, subject to the general direction of the board of directors. The manager acts as agent of the co-op in delegated areas of authority and is responsible for hiring and supervising other co-op staff. The manager provides support to the board and members and keeps the co-op in touch with the wider co-op housing sector.
DUTIES INCLUDE:
- managing the co-op’s finances
- developing and implementing an overall property maintenance and repair program
- ensuring that the co-op meets its’ legal obligations
- developing and implementing a strategy to maintain full occupancy of the co-op
- supporting good governance in the co-op by the board and membership
- efficient administration of the co-op’s office and management of other co-op staff.
RESPONSIBILITIES:
- Managing the finances
The manager has overall responsibility for the financial management of the co-op. The manager either carries out financial management tasks directly or supervises the work of the bookkeeper. Specifically, the manager, either directly or supervising the bookkeeper,
- ensures compliance with all financial requirements of the co-op’s funding program
- administers the rent-geared-to-income program based on the requirements of the co-op’s funding program
- ensures that there is an adequate accounting system in place that produces monthly financial statements
- ensures that there are adequate financial controls in place
- maintains the financial records
- prepares the co-op’s capital and operating budgets, including proposed market housing charges, for submission to the board
- notifies the members of housing charge changes
- presents and explains financial statements to the board monthly and points out any matters of concern
- presents other financial reports to the board (such as member arrears, cash flow, capital forecasting and investment reports) as required
- supervises the work of the co-op’s bookkeeper
- administers payroll
- makes sure that credit union deposits are done on time and are properly recorded
- monitors cash flow
- manages member accounts receivable
- administers the co-op’s accounts payable, including invoice processing and cheque preparation
- ensures that the co-op’s reserves are appropriately invested
- administers a petty cash system
- administers the co-op’s Arrears and Spending by-laws
- prepares working papers for the annual auditor’s inspection
- advises the board and finance committee on financial matters
- drafts financial policies for the approval of the board or membership
- arranges periodic training for finance committee members
- Keeping the co-op in good repair
The manager is responsible for developing an overall property maintenance and repair program. Specifically, the manager
- keeps property and maintenance records
- develops a routine and preventive maintenance plan
- makes sure a capital plan is developed and kept up to date
- administers a key control system
- administers the parking policy
- retains and supervises tradespeople and other contractors and consultants in accordance with co-op by-laws
- approves the purchase of maintenance equipment and supplies
- makes sure that each housing unit is inspected once a year and whenever a member moves out
- makes sure that the co-op has necessary life and safety systems, emergency response procedures and security measures in place
- makes sure that the co-op complies with the fire code, elevator code, Electrical Safety Authority rules and other legal requirements related to the co-op’s property
- administers the member work request system
- makes sure that the co-op is free of hazards
- advises the board on property matters
- provides a maintenance activity report to the board, as needed
- Keeping the co-op full
The manager is responsible for developing a strategy to maintain full occupancy of the co-op. Specifically the manager
- responds to enquiries and receives applications
- markets co-op units, as necessary, to fill vacancies
- liaises with marketing consultant, as needed
- makes sure units are quickly restored to market-ready condition following move-outs
- conducts credit and landlord checks
- administers the co-op’s internal and external waiting lists
- administers the co-op’s agreement with support services agencies
- co-ordinates move-outs, internal moves and move-ins to minimize vacancy loss
- makes sure new members sign occupancy agreements and make necessary payments before move-in
- makes sure new members are promptly welcomed and oriented
- advises on marketing and member selection issues
- provides monthly vacancy and marketing reports to the board
- Meeting the co-op’s legal requirements
The manager acts on the co-op’s behalf to ensure that it meets its legal requirements. Specifically, the manager
- liaises with the co-op’s lawyer
- maintains the co-op’s minute book and other corporate records
- files audited financial statements and required reports and notices with government agencies
- administers the co-op’s by-laws
- makes sure the co-op follows program rules, complies with the provincial co-op act and other laws, and protects the privacy of personal information
- 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 other legal proceedings related to the co-op’s operations
- liaises with federal, provincial and municipal housing agencies and with other municipal agencies such as police, fire department and utility companies
- makes sure the co-op has adequate insurance coverage and administers claims
- reports to the board, as necessary, on legal issues as they arise
- Supporting good governance in the co-op
The manager is responsible for supporting good governance in the co-op by the board and membership. Specifically the manager
- provides the board with the information and advice it needs, in a clear format, to make sound decisions
- ensures that board meetings are well planned and prepared for and minutes are kept
- arranges for a board orientation each year and provides information about other training opportunities
- arranges for an annual board planning session
- promotes and supports effective two-way communication between the board and members
- ensures that members’ meetings are well organized and minutes are kept
- works with the board to provide members with the information they need, in a clear format, to stay informed about the co-op and make good membership decisions
- advises directors and members about their role in the co-op’s governance structure
- Office and staff management
The manager is responsible for the efficient administration of the co-op’s office and its systems and for management of other staff of the co-op. Specifically, in addition to the administrative responsibilities set out above, the manager
- ensures that effective office systems and administrative procedures are in place and followed
- using outside assistance, as necessary, purchases suitable computer hardware and software and arranges for necessary support
- ensures office is adequately furnished, equipped and supplied
- receives and logs correspondence, forwards it as appropriate to the board or others, and responds or assists with board response
- hires, orients, supervises and evaluates other staff
- provides support to other staff and arranges for additional training, as necessary
- administers employee benefits program
- maintains personnel records
- maintains required Workers’ Safety and Insurance Board records and prepares claims, if necessary
- reports to the board quarterly on personnel matters
The successful applicant will be
- financially literate with strong property management skills
- an efficient administrator and effective supervisor of other staff
- familiar with computer programs in common use in an office environment
- knowledgeable about Housing Services Act and the laws that apply to housing co-ops
- experienced with rent-geared-to-income program administration
- a good communicator – both orally and in writing
- able to work effectively within a co-operative management and governance structure and relate to a diverse co-op community
- a self-starter with an ability to work with limited direct supervision
Some evening work is required. The expected start date is November 1st, 2024. The co-op offers a competitive salary and an excellent benefits package.
If interested, please apply in writing, by 5:00 p.m. on October 2nd, to
The Hiring Committee
Vineyard Co-operative Homes
soniabrown2009@hotmail.com
While we sincerely appreciate the interest of all applicants, we will only contact those selected for an interview. INTERVIEWS WILL BE HELD ON OCTOBER 10TH AT 7PM