Job Title: Office & Property Coordinator
Location: Richmond, BC. In-office / Hybrid options (after probation period)
Position Type: Part-time - 17-20 hours/ week
Reports To: Board of Directors
About the Role
We are seeking an organized, proactive, and detail-oriented Office & Property Coordinator to oversee day-to-day administrative activities and core bookkeeping functions for a not-for-profit housing cooperative. As a cooperative, our success relies on efficient processes, transparent financial reporting, and supportive member relations.
In this dual-focused role, you will be the administrative backbone of our office (2-times a week) while ensuring our financial records remain accurate, compliant, and up to date.
Key Responsibilities
1. Financial Management & Accounting duties include:
· Manages Accounts Payable responsibilities (vendor payments, invoice matching)
· Maintains accounting records, records daily financial transactions, maintains general ledge, prepares documentation for the annual year-end audit in coordination with the auditors
· Collects information from members, calculates rent assistance applications and submits to CHMC
· Processes member’s rent payments monthly, maintains accurate records using AFT system, addresses arrears
· Prepares the annual operating budget
· Maintains the SAGE Accpac filing system, electronic and paper filing systems
· Prepares monthly bank reconciliations
· Communicates with the Vancity account manager regarding all bank related issues
· Communicates with lawyers, engineers and other professionals as required
· Arranges credit checks for new member applications
2. Office Operations & Administrative duties:
· Serve as the main point of contact for members, service providers, utilities, and building maintenance and management
3. Governance & Member Support duties:
· Helps to coordinate the Annual General meeting and General Meetings, including voting documentation, minutes, filing of Annual Report and Board of Director changes
· Assists with preparing agendas, financial reports, and meeting materials for Board of Directors meetings; records minutes as needed
4. Member Communications duties:
· Respond to inquiries from co-op members, acts as liaison between Board of Directors and members.
· Collects maintenance requests. Coordinates repairs. Arranges for unit access. Organizes regular maintenance work as well as strategic property management improvements.
Qualifications & Skills
Experience: 2+ years of experience in office management, full-cycle bookkeeping, or a combined administrative-financial role. Property management experience is an asset.
Accounting Knowledge: Solid understanding of accounts payable, accounts receivable, bank reconciliations, and BC tax requirements (GST/audits). Knowledge of SAGE 50 accounting software is an asset.
Cooperative Awareness: Knowledge of the housing cooperative governance, regulations and structures, familiarity with BC Cooperative Association Act is an asset.
Communication: Excellent written and verbal communication skills with a professional, service-oriented mindset.
Organization: High level of accuracy, strong time-management skills, and the ability to work independently.
Compensation
Set up as independent contractor and compensated hourly
Hourly rate: $32 per hour initially and $35 after 6 months probation period
Flexible working hours
Pay: $32.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- Mileage reimbursement
- On-site parking
Experience:
- Administrative: 2 years (required)
Language:
Work Location: In person
