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About the Role

The successful candidate will perform varied administrative duties and specialized clerical functions, making a difference in providing clean, safe, well-maintained, affordable homes for tenants.

Responsibilities

Responds to telephone and email enquiries.
Keeps current on appropriate legislation, policies, events, etc., to enable current information.
Maintains computerized system/databases by updating percentage complete for work orders and job numbers, ensuring timely progress billing to clients on a daily basis.
Create work orders, job numbers and quotations on a daily basis.
P-Card/Credit Card reconciliation, including collecting from trades and matching all invoices to monthly reconciliation report, obtaining lost/missing receipts from account holders or suppliers.
Inputting invoices into computerized database (i.e. CMS system) and tracking of invoice approvals.
Tracking vendor costs to ensure payment of all invoices by year end.
Contact vendors for billing, past due invoicing, quotation verification, and other related items.
Create various spreadsheets and documents using Microsoft Excel and Microsoft Project
Create, close, fax and file purchase orders to vendors (suppliers/subcontractors).
Assign purchase orders and work orders to all incoming invoices and distribute for signature.
Keep ongoing and documented record of work order job numbers with description of work.
Create hard copy files for work orders and jobs that require documentation of material filed.
Prepare close-out documents including maintenance manuals, warranties, etc for jobs completed.
Fleet Management – ARI reconciliation, tool inventory.
Enter trades hour into computerized database.
Track vendor cost by entering invoices related to specific job into computerized database and reconciling batches.
Petty Cash disbursements and reconciliation.
Prepare correspondence, notices (including translations), letters, emails, and blue prints to be copied and delivered.
Schedule meetings, prepare agendas, take minutes, order refreshments, location & meeting room bookings and attend various meetings.
Maintain list for cell phones, filing monthly phone usage records, notify manager of anomalies.
Prepare and order courier packages for pick-up and delivery.
Advise response centre, in writing, of emergency contact information and scope of work for all jobs upon commencement.
Prepare financial reports, vendor and customer files.
Prepare documentation for pre-construction meetings, job closings and warranties.

Requirements

Demonstrated knowledge of housing related legislation, by-laws, policies, etc.
Demonstrated experience using TCHC financial systems with ability to extract and compile data.
Working knowledge of TCHC’s organizational structure would be helpful in responding to enquiries from internal and external sources and to appropriately direct documents within the organization.
Demonstrated oral and written communication skills are required to compose correspondence and respond to information requests from a wide range of internal and external contacts.
Experience utilizing a variety of computerized PC office systems with demonstrated ability in various software products including MS Office and SQL.
Experience with international craft tradespeople and Collective Agreements would be an asset.
Must be able to organize, prioritize a heavy and constant workload and meet deadlines with conflicting priorities.

Skills

Microsoft Excel
Microsoft Project
MS Office
SQL

Location

729 Petrolia Road
35 Carl Hall Road

Work Type

Full-time Temporary
Hybrid

Salary/Compensations

$35.98 - $39.25/hour

Benefits

Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities
Three (3) weeks paid annual vacation days, increasing with years of service
Four (4) paid personal days
Defined benefit pension plan with OMERS, includes 100-per-cent employer matching
Health and dental benefits
Employee and family assistance program
Maternity and parental leave top up (93% of base salary)
Training and development programs including tuition reimbursement of $1500 per calendar year
Fitness membership discount

About the Company

Toronto Community Housing Corporation (“TCHC”) is the largest social housing provider in Canada and the second largest in North America.
We are wholly owned by the City of Toronto and operate in a non-profit manner.
TCHC provides homes to over 41,000 low and moderate-income households in 88 of Toronto's neighbourhoods, with 93,000 tenants from many different backgrounds with a diversity in age, education, language, mental and physical ability, religion, ethnicity and race.
We are an essential part of the City of Toronto's fabric and social system.
Our over 2,000 employees work to achieve our vision of quality homes in vibrant communities where people are proud to live and work.

Equal Opportunity

We are committed to providing equal opportunity to all employees and strive to create a diverse workplace that reflects the cultural mosaic of our great city and the communities we serve.
We recognize the value that comes from different viewpoints, unique experiences and diverse perspectives of our employees, who bring fresh, new ideas to our business.
Diversity plays a key role in our ability to deliver on our mission to provide clean, safe, well-maintained, affordable homes for tenants.
TCHC is committed to diversity and inclusion within its community and encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, 2SLGBTQ+ persons, and others who can help us provide vibrant communities and make our city a great place to live.
Toronto Community Housing is committed to equity in employment.
Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.
We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and Toronto Community Housing’s Accessibility Policy.