About Housing Alternatives
Housing Alternatives is a purpose-driven housing resource group dedicated to providing safe, affordable, and supportive housing in our community. We manage a diverse portfolio of residential properties and work closely with housing co-operatives and non-profit housing providers to create stable, inclusive living environments. Our non-profit has been operating in Saint John since 1981. Today, we manage approximately 1,000 units across New Brunswick and Prince Edward Island.
Job Overview
We are seeking a highly organized and customer-focused Office Administrator to support the daily operations of our office. This role is the first point of contact for tenants, members, visitors, and partners, ensuring a welcoming environment and smooth administrative flow. The Office Administrator is responsible for reception duties, coordinating communication, maintaining accurate records, and supporting property management functions.
Key Responsibilities
- Provide friendly and professional front-desk service, including greeting visitors and managing phone and email inquiries.
- Open and close the office and maintain an organized, safe, and efficient reception area.
- Manage tenant/member files, update information in our property management system (Buildium), prepare leases and renewal notices, and support the leasing process.
- Coordinate maintenance requests, work orders, inspections, move-ins/move-outs, and other property-related scheduling.
- Oversee key control, cheque/money order tracking, mailouts, correspondence intake, and office supply/inventory management.
- Generate reports, maintain filing systems and compliance records, and handle confidential information with professionalism.
- Communicate with tenants, property owners, vendors, and service providers as needed.
- Support leadership with administrative tasks, meeting preparation, minute-taking, expense tracking, and special projects.
- Contribute to staff onboarding, provide guidance to administrative team members, and make independent decisions to maintain office safety and workflow.
- Provide a degree of oversight over procedures and processes.
- Assist with marketing efforts and resident communications.
Required Experience/Skills
- 5+ years of Administrative Experience
- Experience in Human Resources Administration is considered an asset
- Experience working in the Housing and/or Non-Profit Sector
- Bilingualism is considered an asset
- Excellent word-processing skills (MS Word). Strong knowledge of other Microsoft Office programs - Outlook, Excel, PowerPoint, SharePoint, Teams etc.
- Strong front desk skills with multi-line phone system expertise and customer service quality in all interactions
- Extensive office experience specifically with clerical and administrative functions
- Excellent communication skills (both verbal and written)
- Exceptional organizational skills with attention to detail
- Skilled in filing systems and document management
Working Conditions
- In-person at 171 Adelaide Street, Saint John NB
- We offer a condensed 4-day work week (Monday-Thursday)
- Occasionally, telephone answering and reception responsibilities can be stressful
- Extended periods of sitting and working at a computer
This position offers an opportunity to be a vital part of a professional team dedicated to operational excellence. The successful candidate will demonstrate a blend of administrative expertise and qualities, and excellent communication skills to support our organizations' growth and impact.
Job Type: Full-time
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Experience:
- Administrative: 5 years (preferred)
Language:
Location:
- Saint John, NB E2K 1W9 (required)
Work Location: In person
