Carillon Housing Co-operative Inc. is located near Prince of Wales and Fisher in Ottawa, Ontario. We consist of 54 garden homes owned and managed by the members. We have five committees managed by members, i.e. Membership, Maintenance, Policy & Regulations, Social, and Newsletter, and a Board of Directors.
Expected Hours:
15 hours a week (Monday, Wednesday, and Friday – one day must be 2 pm-7 pm; other days' hours can be determined upon hire)
Work Location:
In person at Co-op Office, 314-1601 Prince of Wales Drive, Ottawa
Expected Start Date:
November 2, 2026
Duties of Office Administrator:
1. Support Board of Directors in managing the finances of the Co-op
The Office Administrator will provide bookkeeping and accounting services alongside of the bookkeeper. This includes:
(a) recording receipts and disbursements
(b) maintaining a general, member accounts and other ledgers as necessary
(c) use Co-op chart of accounts approved by the Board
(d) preparing bi-weekly financial statements, arrears reports and other reports at the request of the Board
(e) arranging and preparing for the annual audit at the Co-op’s expense
Specifically, the Office Administrator
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 including
calculating housing charges and adjustments
conducting annual income verification
reviewing applications for subsidy
makes sure that all bookkeeping is done on the Co-op computer in Access
maintains all financial records
provide financial statements from the bookkeeper
presents other financial statements to the board (such as member arrears, cash flow, capital forecasting and investment reports) as required
makes sure that deposits are done on time and are properly recorded
manages member accounts receivable by
collecting payments and issuing receipts if required
issuing late payment, arrears and NSF notices
administers the Co-op’s accounts payable, including invoice processing and cheque preparation
2. Support Board in keeping Co-op in good repair
The Office Administrator is responsible for administering an overall property maintenance and repair program. Specifically, the Office Administrator
keeps detailed property and maintenance records as per Procedures Manual
works with committees to develop a routine and preventive maintenance plan by
supports a work order system
forwards requests for repair work in members’ units,
maintain work order system, ensures all work order are entered properly in the system
ensures that the Co-op is notified of infractions with the fire code, and all other legal and regulatory requirements related to the Co-op’s property
liaises with contractors at the direction of the Board
3. Keeping the Co-op occupancy at full capacity
Specifically, the Office Administrator
responds to enquiries and receives applications
works with committee to minimize vacancy loss
conducts credit and landlord checks
makes sure new members sign occupancy agreements and make necessary payments before move-in.
ensures members scheduled for an internal move sign a new occupancy agreement prior to move
4. Meeting the Co-op’s legal requirements
The Office Administrator acts on the Co-op’s behalf to ensure that it meets its legal requirements. Specifically, the Office Administrator
files audited financial statements and required reports and notices with government agencies
makes sure the Co-op follows program rules, complies with the Co-operative Corporations 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
liaises with federal, provincial and municipal housing agencies and with other municipal agencies such as police, fire department and utility companies
reports to the Board, as necessary, on legal issues as they arise
5. Supporting good governance
The Office Administrator is responsible for supporting good governance in the Co-op by the board and membership. Specifically, the Office Administrator
provides the board with the information and advice it needs, in a clear format, to make sound decisions
promotes and supports effective two-way communication between the board and members
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