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 positive 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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📌 Office Administrator (Montreal)
🏢 Carillon Housing Cooperative
📍 Montreal