Job Description

About Housing Alternatives

Housing Alternatives is a purpose-driven housing resource group dedicated to providing safe, affordable, and supportive housing in our community. We manage a diverse portfolio of residential properties and work closely with housing co-operatives and non-profit housing providers to create stable, inclusive living environments. Our non-profit has been operating in Saint John since 1981. Today, we manage approximately 1,000 units across New Brunswick and Prince Edward Island.

Job Overview

We are seeking a highly organized and customer-focused Office Administrator to support the daily operations of our office. This role is the first point of contact for tenants, members, visitors, and partners, ensuring a welcoming environment and smooth administrative flow. The Office Administrator is responsible for reception duties, coordinating communication, maintaining accurate records, and supporting property management functions.

Key Responsibilities

Provide friendly and professional front-desk service, including greeting visitors and managing phone and email inquiries. Open and close the office and maintain an organized, safe, and efficient reception area. Manage tenant/member files, update information in our property management system (Buildium), prepare leases and renewal notices, and support the leasing process. Coordinate maintenance requests, work orders, inspections, move-ins/move-outs, and other property-related scheduling. Oversee key control, cheque/money order tracking, mailouts, correspondence intake, and office supply/inventory management. Generate reports, maintain filing systems and compliance records, and handle confidential information with professionalism. Communicate with tenants, property owners, vendors, and service providers as needed. Support leadership with administrative tasks, meeting preparation, minute-taking, expense tracking, and special projects. Contribute to staff onboarding, provide guidance to administrative team members, and make independent decisions to maintain office safety and workflow. Provide a degree of oversight over procedures and processes. Assist with marketing efforts and resident communications.

Required Experience/Skills

5+ years of Administrative Experience Experience in Human Resources Administration is considered an asset Experience working in the Housing and/or Non-Profit Sector Bilingualism is considered an asset Excellent word-processing skills (MS Word). Strong knowledge of other Microsoft Office programs - Outlook, Excel, PowerPoint, SharePoint, Teams etc. Strong front desk skills with multi-line phone system expertise and customer service quality in all interactions Extensive office experience specifically with clerical and administrative functions Excellent communication skills (both verbal and written) Exceptional organizational skills with attention to detail Skilled in filing systems and document management

Working Conditions

In-person at 171 Adelaide Street, Saint John NB We offer a condensed 4-day work week (Monday-Thursday) Occasionally, telephone answering and reception responsibilities can be stressful Extended periods of sitting and working at a computer
This position offers an opportunity to be a vital part of a professional team dedicated to operational excellence. The successful candidate will demonstrate a blend of administrative expertise and qualities, and excellent communication skills to support our organizations' growth and impact.

Job Type: Full-time

Benefits:

Dental care Employee assistance program Extended health care Life insurance Mileage reimbursement On-site parking Paid time off RRSP match Tuition reimbursement Vision care
Work Location: In person