Office Manager

CHFT Job Posting

Position: Officer Manager

Reports to: Executive Director

Salary: This position is part of a Unifor bargaining unit. The collective agreement sets the current salary for this position at $47.63/hour. Compensation also includes generous health benefits and a pension plan.

Hours per week: 28 (Monday through Thursday)

Hybrid working: This position requires at least 4 afternoons/week of in office working at CHFT’s Pape and Danforth location in Toronto

Closing Date: Submit resume and cover letter by 5 pm Wednesday, December 10, 2025 to celia@coophousing.com Applicants who use AI to assist them to prepare their resume and/or their cover letter must describe in their cover letter how they used AI and why they did so.

Start date: As soon as possible.

Key Job Responsibilities

CHFT’s Office Manager is responsible for the administrative functioning of CHFT, including:

• Office function:
  • provide reception services including receiving all incoming phone calls, emails, regular mail, faxes, and, during in-office hours, couriers and in-person visitors; send outgoing mail and courier packages; answer general enquiries about co-operative housing o monitor, maintain, organize, and order office supplies
  • be point primary contact for all matters related to office equipment, IT, cleaning, recycling and shredding services; ensure up-to-date equipment service contracts; and make recommendations on replacing or adding equipment
  • maintain remote service accounts, including Zoom and Docusign o provide administrative support to Executive Director and the Deputy Executive Director
  • provide or arrange for any other support necessary to enable staff to perform their job functions
• Records management:
  • develop and maintain central electronic and hard copy filing systems that comply with privacy legislation, including robust backup systems, offsite storage, and appropriate destruction in accordance with a records retention schedule (not yet developed)
• Human Resources:
  • post and promote all external job postings, receive and organize all applications for external job postings for review by management
  • co-ordinate the process and participate in the selection of a summer student or student(s) as decided by management
  • develop and follow checklists to follow when staff start or leave employment
  • ensure all staff and volunteers complete AODA training and track compliance.
  • arrange, chair, and ensure notes are taken at monthly staff meetings and set agenda in consultation with management
• Communications:
  • with outside design support, create and design flyers, information packages, newsletters, etc., according to plain language principles
  • with Promotions Co-ordinator and CHFT webmaster and designer, maintain and develop web content, postings, and social media
  • maintain and update CHFT social media pages
  • prepare and distribute CHFT postings bi-weekly through Mailchimp, update WordPress
• Governance:

o as directed by management and the committee Chair, support all aspects of the Aging in Place Committee

o attend other board, committee and members’ meetings at co-ops as required

• work closely with management on all aspects of Diversity Scholarship Program: soliciting applications, selecting winners, awarding scholarships, and tracking candidates and winners
• receive and fill requests from member co-ops for meeting chairs in consultation with management, maintain records
• provide support to the CHFT Education Program, including providing technical support, in person support, and finding leaders for portable workshops
• provide support as needed in the absence of Membership Co-ordinator and Financial Administrator when needed
• provide administrative and logistics support to all CHFT events as directed
• perform other duties as assigned

Qualifications

• strong Office 365 skills
• excellent organization, written and oral communication skills, including effective minute-taking
• aptitude for and experiencing setting up and maintaining filing systems for multiple users
• keen attention to detail
• highly motivated
• ability to prioritize and execute tasks in high-pressure situations while meeting deadlines
• ability to perform administrative duties quickly and accurately without immediate and constant supervision
• ability to exercise good judgment in recognizing scope of authority and protecting confidential and sensitive information
• preference given to candidates:
  • with at least 5 years’ experience working in an office environment, preferably as the Office Manager
  • with experience maintaining an organization’s social media accounts
  • with experience working in non-profit organizations
  • who have lived or worked in a housing co-op

CHFT welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process