Centralized Services Coordinator

Co-operative Housing Federation BC • Vancouver, BC

1d • CA$33 - CA$38 • Onsite

About The Position

Reporting to the applicable Director, the Centralized Services Coordinator supports COHO's evolving approach to centralized, consistent, and scalable service delivery across management services, financial services, and building services. The role provides centralized operational support, quality assurance, administrative coordination, financial administration, and process improvement services to COHO and its co-operative housing clients. Depending on organizational priorities, client needs, service area requirements, and the employee's assigned portfolio, the incumbent may be assigned responsibilities within management services, financial services, client services, building services, or a combination thereof. The position acts as a key resource in supporting centralized service delivery while ensuring compliance with organizational standards, operating agreements, policies, procedures, and quality assurance requirements. This job description reflects the range of centralized functions that may be assigned to the role. It is not intended to mean that the employee will perform all listed duties simultaneously. Rather, responsibilities will be assigned based on operational priorities, client needs, centralized service delivery requirements, and the employee's assigned portfolio.

Requirements

• Post-secondary diploma or an equivalent combination of education, training, and relevant work experience.
• Experience supporting financial administration, including accounts payable, accounts receivable, and reconciliations.
• Minimum of five (5) years of property administration experience.
• Practical understanding of residential building systems and maintenance coordination.
• Strong written and verbal communication skills, including accuracy in proofreading and document preparation.
• Demonstrated experience supporting proactive quality assurance for clients while maintaining effective vendor relationships.
• Demonstrated accuracy and strong attention to detail.
• Proficiency with technology, including Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
• Exhibits professionalism and a strong understanding of organizational priorities in day-to-day interactions and decision-making
• Highly organized, with excellent planning and time management skills
• Reliable, accurate and possesses excellent attention to detail
• Fast learner, able to take initiative and solution oriented
• Comfortable working both independently and within teams
• Excellent interpersonal skills, including judgement, tact, integrity and patience
• Positive attitude, ability to adapt to change, and superior sense of accountability and responsibility over assigned objectives, outcomes, and records
• Strong follow through and organizational skills
• Able to maintain confidentiality

Nice To Haves

• Experience working with multi-unit residential buildings and communicating effectively with residents and contracted maintenance personnel is an asset.
• Experience with or knowledge of housing co-ops is a definite asset

Responsibilities

• Support centralized administration services for assigned co-operative housing clients which may include: Maintain client records, notices, correspondence, files, and administrative documentation.
• Support vacancy administration, waitlist management, member intake, recruitment, and move-in/move-out processes.
• Prepare correspondence, notices, forms, and documentation for co-op boards and members.
• Apply and maintain standardized workflows, templates, documentation, checklists, and procedures across the client portfolio.
• Assist with housing charge collection, arrears administration, escalation tracking, and follow-up.
• Identify opportunities to improve efficiency, standardization, and service consistency.
• Administer housing subsidy and rent-geared-to-income programs where assigned, including income verification, subsidy adjustments, records, compliance documentation, annual reviews, member communication, and reporting.
• Support centralized financial administration services for assigned co-operative housing clients which may include: Service assigned bookkeeping-only, partial-service, or fully managed client portfolios.
• Maintain accurate accounts receivable, accounts payable, invoices, payments, and financial records.
• Support monthly financial administration, including reconciliations, income recording, tax submissions, homeowner grants, and reporting.
• Prepare financial packages and supporting information for co-op boards.
• Participate in reconciliation, financial review, completeness review, quality assurance, and budget monitoring activities.
• Support standardized financial controls, documentation, payment workflows, procedures, expense tracking, and budget-to-actual reviews.
• Support centralized building services administration, inspection coordination, and related follow-up which may include: Manage inspection intake, scheduling, documentation, service inquiries, and maintenance-related communications.
• Coordinate scheduling with staff, co-op representatives, members, contractors, vendors, trades, and consultants.
• Support maintenance coordination, including work orders, contractor scheduling, service tracking, and invoicing administration.
• Process, verify, code, document, and maintain records for maintenance invoices and related activities.
• Maintain accurate records for inspections, maintenance activities, contractor communications, and service requests.
• Escalate urgent, complex, or higher-risk building services matters to the appropriate Director.
• Document and maintain standard operating procedures, controls, workflows, and business system practices.
• Identify inefficiencies, duplication, service gaps, process gaps, control weaknesses, operational risks, and compliance concerns.
• Participate in quality assurance, process, completeness, reconciliation, verification, and review activities.
• Support segregation of duties, accountability, internal controls, and consistent use of COHO property management, financial, and business systems, including Arcori.
• Assist management with service improvement, centralization, organizational learning, scalable service delivery, and continuous improvement.
• Promote operational consistency, service quality, operational sustainability, client satisfaction, and standardized procedures across all service areas.
• Perform other related duties as assigned.

Benefits

• Statutory Holidays
• Christmas week
• Competitive compensation – we are a Living Wage employer
• The chance to contribute to affordable housing and community development across BC

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree