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Office Administrator

@ Carillon Housing Cooperative Inc

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Ottawa, Ontario

$20–$25/hrOn-sitePart-timeContract
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Overview

Carillon Housing Co-operative Inc is hiring a part-time Office Administrator for 15 hours a week in person at its Ottawa office. The role covers bookkeeping, rent-geared-to-income administration, property maintenance records, member occupancy and legal compliance for a 54-home co-op. Schedule is Monday, Wednesday and Friday, with one day from 2 pm to 7 pm, and the start date is November 2, 2026.

Pay:

$20–$25 an hour

Responsibilities:

  • Keep the co-op's books, ledgers and bank deposits in Access
  • Administer rent-geared-to-income calculations and annual income verification
  • Manage member accounts, arrears notices and payment collection
  • Maintain property records and the work order system
  • Handle occupancy applications, credit checks and move-in agreements

Requirements summary:

  • Bookkeeping and accounting experience
  • Proficiency with Microsoft Access
  • Knowledge of rent-geared-to-income programs or housing co-op operations
  • Familiarity with the Co-operative Corporations Act
  • Ability to communicate clearly with the board and members

Tools & skills

work order system
Source and dates

Source type not verified · charityvillage

Employer posting date
2026-09-23
First seen by our source
2026-11-06
Source record updated
2026-11-06

These dates describe the source record, not a live verification that the employer is still hiring. Check the original posting.

Job details

SeniorityEntry level
DepartmentAdministrative
Hours per week15
Scheduleday, evening
Travelair: none · ground: none
Work settingOffice
PositionMostly sitting
Physical demandsphysical low · computer high
LanguagesEnglish
Background checkscredit

Summary and details written by AI from the posting; the employer’s posting is the authority.

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Carillon Housing Cooperative Inc

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FieldValue
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Job description

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

Submit resume to: [email protected] by October 5, 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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