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Operations Manager

2 months ago

Halifax Nova Scotia, Nova Scotia, Canada CAPREIT Full time

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:

Management

  • Staffing of appropriate office hours
  • Approve/reject leases
  • Follow up with assistance of Revenue Specialist on rent collections (AR)
  • Manage renewals process
  • Explore ancillary revenue opportunities (ie. parking/lockers)
  • Take action on vacancy
  • Ensure tenant file compliance
  • Leases
  • Letter of Acknowledgements (LOA)
  • Applications, etc
  • Ensure that work orders are completed in a timely manner as per CAPREIT policy
  • Identify, report and action potential liability (ie. environmental/tenant/legal, etc)
  • Approve requisitions and ensure purchasing policies are being adhered to
  • Completion of site visit checklist
  • Tenant meetings
  • Inspect turnover units to ensure rent readiness
  • Inspect occupied units for quality control issues
  • Develop 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)

Budgeting

  • Submit proposals for projects to be included in capital budget for the following year
  • Inspect, review, and improve scope of work on all units to control financial parameters
  • Reviewing and ensuring that all approved contracts are implemented correctly

Reporting

  • Review and take action to correct discrepancies in all monthly financial reports
  • Review physical asset report and implement a plan of action to correct deficiencies based on priority level
  • Review accuracy of and take action upon all operations reports (A/R, vacancy, missing documents, move-in move-out, etc.)

Legal

Review, ensure correct documentation, prepare documents, and attend hearings for the following:

  • Landlord tenant boards: tenant applications and landlord applications
  • Human 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 Relations

  • Ensure high level of resident satisfaction and resolve inquiries
  • Special events for residents (barbecues, Christmas parties, tenant appreciation, etc.)
  • Tenant meetings
  • Available to meet with residents on a one to one basis in an effort to develop strategies to mitigate damages and maintain a positive public image
  • Attending tenant association meetings

HR

Operations:

  • Payroll Direction/Approval
  • Discipline - terminations
  • Performance Reviews
  • Monitor and manage vacation entitlement
  • Interviewing/Hiring; Ensure proper training for new hires
  • Coordinate coverage of staff for WSIB/LTD/STD

Management:

  • Ongoing training
  • Design and implement a development plan for each employee
  • Coaching/mentoring/motivation/promotions (rewards)
  • Resolving employee conflicts

Marketing

  • Coordinate with Marketing department in advertising, incentives, market surveys, mystery shoppers
  • Assess and make recommendations to maximize rent table potential
  • Develop 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 to
  • Identify, report and action potential liability (ie. life and safety)
  • Ensure that all documents and certificates are up to date
  • Take immediate action to correct any Life & Safety deficiencies
  • Conduct emergency response drills for staff
  • Audit 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 devices
  • Respond to site emergencies, 24/7

Special Projects / Project Management and Coordination

Assist 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 standards

Qualifications:

  • University/college degree or equivalent work experience
  • Preferred of at least three years experience in property management
  • Experience in staff management and strong interpersonal skills
  • Proficiency in comprehension of financial statements and reports
  • Strong leadership ability and customer services skills
  • Outstanding problem solving and organization skills
  • Excellent verbal and written communication skills
  • Proficiency in computer skills
  • Ability to handle multiple priorities and tight deadlines
  • Strong decisions making skills and business acumen