Administrative Manager

About Red Door Housing Society Red Door Housing Society (RDHS) is a charitable nonprofit organization that has provided affordable rental housing across Metro Vancouver since 1974. Our goal is to provide the lowest rent possible for our tenants while maintaining safe, respectful, and well-managed housing communities. We take a practical, forward-thinking approach to managing our housing portfolio, strengthening administrative systems, records, and reporting, and leveraging modern property management, automation, and AI tools. RDHS is committed to respect, inclusion, social responsibility, and transparent collaboration. We encourage applications from people with diverse backgrounds, identities, and lived experiences, as well as experience in nonprofit or affordable housing communities. The Opportunity RDHS is seeking a highly organized, detail-oriented, and collaborative Administrative Manager to lead and strengthen the administrative systems that support our housing operations. This is a hands-on management role for someone who enjoys building systems, improving workflows, supporting staff, and ensuring important compliance and reporting requirements are completed accurately and on time. The Administrative Manager works closely with the Executive Director, finance, property management services, staff, tenants, funders, vendors, and community partners. The role oversees administrative operations, records, tenant income reviews, compliance, reporting, insurance and vendor administration, staff supervision, and process improvement. RDHS is actively moving toward greater use of artificial intelligence, automation, and integrated digital workflows across the organization. The Executive Director will lead this transformation, with the Administrative Manager serving as a key operational partner in turning that direction into practical, effective systems. This is not simply a role that uses AI; it is a role that will help translate RDHS’s AI strategy into day-to-day practice. Key Responsibilities Administrative Leadership & Operations Oversee day-to-day administrative systems, correspondence, records, document control, templates, calendars, and workflows. Develop and maintain practical policies, procedures, checklists, and tools that support consistent organizational practices. Identify administrative gaps and improve processes to reduce duplication, strengthen follow-through, and improve accountability. Support the Executive Director with scheduling, meeting preparation, action tracking, and operational follow-up. Ensure administrative records are current, organized, accessible to authorized users, and maintained appropriately. Affordable Housing Compliance & Tenant Income Reviews Manage annual and interim tenant income reviews and ensure they are accurate, respectful, timely, and compliant with funder requirements. Maintain working knowledge of affordable housing requirements, including RGI rules, tenant eligibility, income verification, subsidy administration, and reporting obligations. Track deadlines, missing documentation, exceptions, and follow-up requirements. Coordinate with finance and property management services to maintain consistency between tenant records, rent calculations, subsidy information, and reporting. Support funder reviews, operational audits, compliance audits, and file reviews. Identify recurring compliance risks and recommend practical improvements. Records, Reporting & Information Management Maintain and improve electronic filing structures, naming conventions, retention practices, version control, and access permissions. Support effective use of SharePoint and Microsoft 365 so staff can easily locate current records, policies, templates, and reporting information. Prepare reports, dashboards, summaries, trackers, and briefing materials for leadership, the Board, funders, auditors, and internal teams. Protect confidential tenant, staff, financial, legal, and organizational information. Technology, AI & Process Improvement Work closely with the Executive Director to advance RDHS’s use of AI, automation, and integrated digital workflows across administrative and operational functions. Identify repetitive, manual, or inefficient processes that can be redesigned, streamlined, or automated. Help design, implement, test, and continuously improve AI-enabled workflows using tools such as ChatGPT, Claude, Microsoft 365, SharePoint, Teams, Power Automate, and related systems. Support practical AI applications for reporting, records, compliance, tenant administration, document preparation, communication, and organizational follow-through. Develop templates, prompts, procedures, and workflow standards that allow staff to use AI and automation consistently and effectively. Integrate AI and automation into existing organizational systems. Support staff adoption through training, documentation, troubleshooting, and practical guidance. Promote appropriate human oversight, confidentiality, accuracy, verification, and responsible use of AI systems. Support effective use of housing management systems such as ARCORI, Yardi, or similar platforms. Work with IT providers, software vendors, and staff to improve reliability, data quality, security, and automation. Insurance, Vendors & Contracts Coordinate insurance administration, renewals, documentation, broker communication, and key records. Track administrative contracts, IT agreements, office service agreements, and vendor relationships. Maintain procurement documentation, quotes, approvals, service records, and related administrative files. Staff Supervision & Team Support Provide supervision, training, and support to administrative staff and contractors, where applicable. Set clear expectations, assign work, monitor progress, and provide constructive feedback. Develop tools and instructions that help staff complete administrative and compliance tasks consistently. Support onboarding and build administrative capacity across departments. Contribute to a collaborative culture focused on professionalism, accountability, respect, and continuous improvement. Tenant, Funder & Partner Coordination Support timely, professional, and respectful communication with tenants, staff, funders, vendors, and community partners. Coordinate follow-up related to tenant documentation, income reviews, notices, records requests, meetings, and organizational reporting. Help ensure that tenant-facing forms and communications are clear, accurate, and, where possible, written in plain language. Support cross-departmental projects requiring strong organization, tracking, document control, or reporting. Qualifications Education & Experience Post-secondary education in business administration, nonprofit management, public administration, housing, property management, or a related field; equivalent combinations of education and experience will be considered. Three to five years of progressive experience in administration, operations, compliance, nonprofit housing, property management, or a related environment. Experience supervising staff, coordinating workflows, or supporting team performance. Experience managing records, reports, databases, templates, or administrative systems. Knowledge of affordable housing programs, tenant income reviews, RGI requirements, BC Housing, CMHC, or related funder compliance is a strong asset. Knowledge of the Residential Tenancy Act and Residential Tenancy Branch processes is an asset. Nonprofit, housing society, property management, community services, or public-sector experience is an asset. Skills & Abilities Strong organizational judgment and ability to manage complex information, priorities, deadlines, and follow-through. Excellent attention to detail and comfort working with records, forms, compliance requirements, and reporting obligations. Strong written and verbal communication skills. Ability to supervise, train, mentor, and support staff in a respectful and practical manner. Strong Microsoft 365 skills; experience with SharePoint and housing management software is an asset. Strong interest and demonstrated ability using AI, automation, and digital tools to improve workflows. The successful candidate need not be a software developer, but must be comfortable experimenting with technology, building practical automated workflows, learning emerging AI tools quickly, and helping others use them effectively. Able to take strategic direction and help turn it into practical systems, processes, tools, and routines that staff can use consistently. Sound judgment and discretion when handling confidential information. Tenant-centred, professional approach that balances compliance with empathy, clarity, and respect. Compensation & Benefits Salary: $80,000–$90,000 annually Extended health and dental benefits 6% RRSP contributions Competitive vacation and leave entitlements Professional development opportunities Hybrid work flexibility, with regular in-office presence required Working Conditions Full-time, permanent position, 37.5 hours per week Primarily office-based with part-time hybrid flexibility Some travel within Metro Vancouver may be required Occasional evening or weekend work may be required Application Process If you are excited about helping strengthen the administrative systems that support affordable housing delivery, we invite you to apply for the Administrative Manager position at Red Door Housing Society. Please submit a resume and cover letter outlining your relevant administrative, compliance, housing, nonprofit, or operations experience through the link in this posting or to [email protected]. Applications will be reviewed on a rolling basis until the position is filled. We thank all applicants for their interest; only those selected for an interview will be contacted.

The Administrative Manager leads and strengthens administrative systems, including records management, compliance, and reporting for housing operations. They also partner with the Executive Director to implement AI, automation, and digital workflows to improve organizational efficiency.

Candidates should have three to five years of progressive experience in administration, operations, or nonprofit housing management. A post-secondary education in a relevant field is required, along with strong skills in Microsoft 365 and an aptitude for adopting new technology.

• Extended health benefits • Dental benefits • 6% RRSP contributions • Vacation entitlements • Professional development opportunities

• CommunicationSouhaitée
• Gestion de projetSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative management
• Compliance management
• Process improvement
• Staff supervision
• Microsoft 365
• SharePoint
• Artificial intelligence
• Automation
• Records management
• Tenant income reviews
• Reporting
• Project coordination
• Communication
• Data quality
• Vendor management
• Report Writing
• Compliance Reporting
• Compliance Auditing
• Training Documentation
• Empathy
• ChatGPT
• Non-Profit Management
• Professionalism
• Accountability
• Constructive Feedback
• Workflow Management
• Document Control
• Microsoft Power Automate
• Compliance Risk
• Follow Through
• Workflow Automation
• Yardi (Property Management Software)
• Artificial Intelligence
• Applications Of Artificial Intelligence
• Auditing
• Business Administration
• Dashboard
• Management
• Checklists
• Version Control
• Procurement
• Information Technology
• Confidentiality
• Continuous Improvement Process
• Data Quality
• Document Preparations
• Finance
• Property Management
• Public Administration
• Leadership

• Administrative
• Management & Leadership
• Social Services
• Technology
• Administrative Manager
• Office Supervisors
• Administrative Services Managers

Formation minimale

Baccalauréat

Expérience minimale

5+ ans

Langue de l’offre

anglais

Heures de travail

38 heures par semaine