Administrative Assistant
Cobourg Non-Profit Housing Corporation (CNPHC) is looking for an Administrative Assistant.
The Administrative Assistant reports to the CNPHC Property Manager and plays a key role in delivering and supporting a positive tenant experience. The Administrative Assistant is an integral member of the CNPHC team and is responsible for providing a range of tenancy and administrative functions, including front office reception services, required activities for new and vacating tenants, the annual income and rent review processes, the resolution of tenant debt matters, transfer requests, annual unit inspections, maintenance requests and the updating and maintenance of all records for CNPHC properties.
General Administration
- Acts as the first point of contact for a wide range of inquiries to the CNPHC Office, including providing front office reception services
- Receives and responds to calls and complaints from tenants, contractors and the public, documenting calls that require follow-up and directing to the Property Manager
- Maintains office inventory and purchase supplies
- Ensures the timely update and maintenance of physical and electronic records, including records related to tenants, tenancies, housing, rent, parking, complaints, transfer and maintenance requests
- Archives former tenant files in accordance with established policies and procedures
- Receives and processes rent payments in accordance with CNPHC policies and procedures and prepares deposits to the bank
- Performs work in accordance with applicable health, safety and privacy legislation, policies and procedures, and all other legislation, policies and procedures relevant to area of work
Tenancy Management
- Leads the annual income review process, including calculating RGI rents, gathering and verifying required information, and completing required tenant notices and follow-ups
- Calculates and adjusts RGI rents for tenants whose income has changed following receipt of appropriate documentation and forwards to Property Manager for verification
- Works with the Property Manager to support the proactive prevention and resolution of tenant debt matters
- Works with Property Manager to complete all correspondence related to tenancy and rent administration, including supporting the preparation and delivery of notices to tenants as required
Completes all required activities for new tenancies, including preparing all required documentation, the signing and clear explanation of leases, collecting first and last month’s rent, and providing keys and information packages
- Ensures that tenants are advised of the opportunity to request an Internal Review of decisions as required by the Housing Services Act
- Identifies households that will lose RGI assistance and refers to Property Manager. Upon direction, processes notices of termination from tenants, including preparing and sending acknowledgement letters that confirm the legal notice requirements for outgoing tenants
- Reviews vacating tenants’ files, verifies, and advises tenants of any amounts owing, and as required, prepares for Property Manager’s approval files for debt collection activity
- Provides information to tenants requesting transfers on their housing options, eligibility criteria and the application procedures in accordance with Service Manager guidelines
- Identifies households who are over-housed in accordance with legislation and policy and facilitates their placement on the centralized waiting list and/or internal transfer list as per Service Manager guidelines
- Receives and documents tenant transfer requests, maintains internal waiting list, and identifies priority if appropriate in accordance with the established internal transfer priority categories
- Ensures that all rent increase notices for market rent tenants are mailed out in accordance with statutory requirements and established policy
Operations Support
- Participates in the unit move out inspection for empty units
- Maintains parking permit list and undertakes annual collection of vehicle information.
- Inputs tenant repair requests to work order system and forwards repair request to Maintenance Worker or contractor, maintains work order file, follows up as necessary.
- Prepares and updates fire safety lists for identified buildings.
- Promptly reports all workplace accidents or incidents and unusual or dangerous work conditions.
Qualifications/Experience
- A minimum of three (3) years’ experience working with the public providing customer service, preferably in a residential rental housing context, or working with vulnerable populations
- Successful completion of training related to rent-geared-to-income administration is preferred
- Experience working with diverse populations with different needs, abilities and social, economic and cultural backgrounds
- Knowledge of records management principles and techniques
- Knowledge of Excel, Word, Outlook, database applications, and other standard corporate software
- Successful completion of training related to rent-geared-to-income administration is an asset
- Active listening and negotiating skills to ensure tenant satisfaction and manage disputes effectively
- Time Management
Job Type
- Contract Full Time - Six Month with possible extension
Hours of Work
- 35 hour week Monday to Friday
Orientation Begins March 16, 2026
Pay Rate -$26.00 hourly
Email resume to the attention of Patrick Andrews by February 11, 2026