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Operations Manager
2 months ago
Responsible for delivering efficient and professional management to a prescribed portfolio of properties. A fundamental requirement of the position is to manage an annual operating and capital budget while maintaining a high level of resident satisfaction, in accordance with CAPREIT policies and guidelines. Responsibilities: ManagementStaffing of appropriate office hoursApprove/reject leasesFollow up with assistance of Revenue Specialist on rent collections (AR)Manage renewals processExplore ancillary revenue opportunities (ie. parking/lockers)Take action on vacancyEnsure tenant file complianceLeasesLetter of Acknowledgements (LOA)Applications, etcEnsure that work orders are completed in a timely manner as per CAPREIT policyIdentify, report and action potential liability (ie. environmental/tenant/legal, etc)Approve requisitions and ensure purchasing policies are being adhered toCompletion of site visit checklistTenant meetingsInspect turnover units to ensure rent readinessInspect occupied units for quality control issuesDevelop and implement an action plan to increase the value of assets (aesthetics, logistics, etc.)Liaison for Government Officials including: Property standard & Bylaw Officials, Technical Standard Safety Authority, Electrical Safety Authority, Fire department, Public Health Department, City councilors, MPP, Ministry of Housing, Social Housing, Police inspections (assist with investigations) BudgetingSubmit proposals for projects to be included in capital budget for the following yearInspect, review, and improve scope of work on all units to control financial parametersReviewing and ensuring that all approved contracts are implemented correctly ReportingReview and take action to correct discrepancies in all monthly financial reportsReview physical asset report and implement a plan of action to correct deficiencies based on priority levelReview accuracy of and take action upon all operations reports (A/R, vacancy, missing documents, move-in move-out, etc.) LegalReview, ensure correct documentation, prepare documents, and attend hearings for the following:Landlord tenant boards: tenant applications and landlord applicationsHuman rights applications, attend human rights tribunal meetings (Initiation and follow-up),Discovery and recovery hearings (Insurance)Draft documentation for: Schedule A, amending agreements, settlements Resident RelationsEnsure high level of resident satisfaction and resolve inquiriesSpecial events for residents (barbecues, Christmas parties, tenant appreciation, etc.)Tenant meetingsAvailable to meet with residents on a one to one basis in an effort to develop strategies to mitigate damages and maintain a positive public imageAttending tenant association meetings HR Operations:Payroll Direction/ApprovalDiscipline - terminationsPerformance ReviewsMonitor and manage vacation entitlementInterviewing/Hiring; Ensure proper training for new hiresCoordinate coverage of staff for WSIB/LTD/STDManagement:Ongoing trainingDesign and implement a development plan for each employeeCoaching/mentoring/motivation/promotions (rewards)Resolving employee conflicts MarketingCoordinate with Marketing department in advertising, incentives, market surveys, mystery shoppersAssess and make recommendations to maximize rent table potentialDevelop and implement strategies to rent less marketable units (staging, etc.)Review and take action upon Resident Satisfaction Survey results Life and Safety Follow up on building LOA – ensure Life & Safety Policies adhered toIdentify, report and action potential liability (ie. life and safety)Ensure that all documents and certificates are up to dateTake immediate action to correct any Life & Safety deficienciesConduct emergency response drills for staffAudit fire/life safety including: fire log book, annual certificates, spot checking for proper operation of all life safety devices, ensure up to date inspection of all life safety devicesRespond to site emergencies, 24/7 Special Projects / Project Management and CoordinationAssist in managing projects:Structural (balcony restoration, garage repair, roof replacement, transformer replacement/boiler replacement))Elevator Modernization (alternative solutions for limited mobility residents, ongoing tenant meetings, etc.)Common Area Upgrades (corridor painting, carpet replacement, stairwell painting, light upgrades, etc.)Lobby/Offices (construction of new, and redesign of existing outdated spaces) New Acquisitions:Quickly and effectively raise new properties to CAPREIT standardsQualifications: University/college degree or equivalent work experiencePreferred of at least three years experience in property managementExperience in staff management and strong interpersonal skillsProficiency in comprehension of financial statements and reportsStrong leadership ability and customer services skillsOutstanding problem solving and organization skillsExcellent verbal and written communication skillsProficiency in computer skillsAbility to handle multiple priorities and tight deadlinesStrong decisions making skills and business acumen
