Office Coordinator

Purpose of the position:

The Office Coordinator is a part-time role, Monday - Thursday 10am - 2.00pm, working out of the co-op office, located in Kanata Co-op. They will provide administrative support to all members in the co-op, as well as facilitating maintenance requests, dealing with external vendors, ensuring compliance with applicable laws and regulations, and maintaining the office and hall space.

Key roles and responsibilities

· Maintain records of memberships, member files, agreements, and contracts.

· Administer member turnover documentation (excluding screening, approval, and credit checks handled by the Membership Committee).

· Provide monthly coordinator reports to the Board and attend Board or committee meetings as reasonably required.

· Maintain records and copies of draft and approved minutes for the Board and committees.

· Liaise with the financial team (PACE Accounting) regarding reconciliations, audits, income verifications, subsidy applications, and related financial matters.

· Liaise with community groups, agencies, and service providers as directed by the Board.

· Assist the Board with policy development, notices, correspondence, and other administrative needs.

· Assist with planning preventative and long-term maintenance and reviewing contractor tenders when requested by the Board.

· Maintain a key control system and receive move notifications for the Board.

· Manage incoming communications and lead the creation and transition to a digital filing system.

· Remain impartial in member or operational disputes.