Office Administrator

Rooted (formerly Dartmouth Housing) is seeking an experienced, professional and customer focused Office Administrator to support our Operations & Development. Reporting to the Director of Operations and Programming, the Office Admin. is responsible for managing administrative tasks related to the day-to-day function of the office. This role serves as the first point of contact for tenants and ensures efficient handling of calendar/scheduling for the leadership and maintenance teams. The Office Admin. also drives the marketing and social media efforts and provides administrative support to the Board of Directors as needed.

Responsibilities will include but are not limited to the following:

Office Administration:

• Maintain files and produce correspondence.
• Compile, maintain, organize spreadsheets and databases.
• Perform various data entry tasks, including assisting with accounts receivable and payable.
• Handle general administrative duties, such as answering phones, redirecting calls, emails and in person customer service, along with assisting in scheduling maintenance requests.
• Provide guidance about affordable housing, our application/program and other programs. Review applications, provide feedback to applicants as required.
• Update and maintain applications, database and filing systems.
• Maintain the boardrooms for meetings and provide support to the Board of Directors and Leadership team. Taking minutes during meetings (after hours is expected for monthly scheduled Board meetings).
• Participate in safety training, read the policies and take minutes at weekly toolbox meetings.
• Maintain supplies, equipment for the general operations of the office.

Social Media & Events:

• Social media efforts to promote Rooted, working with the team and consultants to ensure timely, accurate and relevant data is released.
• Create posts for IG and IN using many platforms, such as CANVA, PDF, and various Microsoft programs.
• Event Coordination such as, monthly staff lunches, various events with staff, board and stakeholders, annual staff holiday event.
• Some duties may include, coordinating guest list, invitations, marketing if required, venue, catering, supplies.

Property & Maintenance:

• Serve as the office-based first point of contact for all tenant and property-related matters.
• Assist with preparing and scheduling leases, coordinating apartment showings, and provide support throughout the leasing process.
• Assist in keeping systems up to date, such as Yardi, Procore and calendars.
• Coordinate property building maintenance, such as snow removal, yard work, pest control, furnace/heating appointments, and scheduling general maintenance for our office.

Qualifications:

• Strong organizational skills and the ability to multitask in a fast-paced environment.
• Strong customer service skills and the ability to manage customer expectations independently.
• Excellent verbal and written communication skills, with the ability to tailor information to a diversity of audiences.
• Time management skills, with a proven track record in maintaining multiple schedules.
• Ability to work independently and as part of a team.
• High level of integrity and commitment to providing excellent tenant services.
• Proven experience in a similar role with working knowledge of Yardi, Canva and Microsoft software would be an asset.
• Reliable transportation, but having your own vehicle is not required.
• Passion for community development and housing, with an awareness of the affordable housing support system in Nova Scotia is considered an asset.
• Positive and energetic demeanor.
• Flexibility to be on call and available for after-hours work from time to time.

Job Type: Full-time

Pay: $23.00-$25.00 per hour

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2025-03-28