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Assistant Resident Manager

3 months ago

Cornwall Ontario KC, Stormont, Dundas and Glengarry, Canada Sterling Karamar Property Management Full time

Purpose

Responsible for maintaining the physical condition of the property to the SKPM standards. Responsible for all facilities service, repairs, and leasing. Operate within our standards of safety, high-quality customer service, and efficient operations.

Main Responsibilities and Activities

  • Maintain strong relationships with tenants that reflect admirable customer service.
  • Ensure prompt service to tenants and prospective tenants.
  • Reasonably enforce the landlord's rules and regulations.
  • Serve 24 HRS notice of entry in a timely manner for all scheduled maintenance and inspections.
  • Deliver any communication, legal notice, or letter to residents.

Information & Relationship Management:

  • Provide information about vacant suites to prospective residents and other relevant parties. Answer any questions from (prospective) residents in person, by phone, and e-mail in a timely, pleasant, and informative way.
  • Schedule appointments with prospective residents, build a relationship, and show vacant suites as directed by Leasing Agent and Property Manager.
  • Fill out guest cards and daily traffic report. Report final results on a weekly basis to Property Manager.
  • Follow up with completed guest cards for prospective tenants.
  • Promote tenant retention by communicating effectively with existing residents and ensure, in close cooperation with the Property Management team, that resident issues are dealt with.

Leasing & Lease Administration:

  • Answer all rental inquiries via emails and calls within the same day and book appointments with prospects.
  • Provide prospective residents with the rental application link via Property Vista.
  • Collect the First Month, Home Insurance Confirmation, and signed parking/lockers forms if applicable.
  • Schedule Tenancy Agreement signing appointment with resident(s), have Tenancy Agreement signed by all relevant parties, and perform move-in inspection.
  • Notify applicants of the status of their application within two business days of completion.
  • Organize and administer the residential referral program.
  • Record all leased units, including vacate date, date leased, and move-in date (Incentive Program).
  • Regularly inspect all vacant units to confirm clean, ready condition as directed by Property Manager.

Rent Collection:

  • Weekly rent arrears collection including phoning, emailing, and door knocking as directed.
  • Same-day rent cheque deposits to the bank (applicable outside of GTA area).

Maintenance & Repairs:

  • Supervise trades and suppliers and coordinate all facilities service and repairs pertaining to building and related equipment.
  • Daily update maintenance requests status in Property Vista.
  • Issue Purchase Requisitions (PRs) in Property Vista prior to scheduling contractors upon Property Manager approval.
  • Respond to all facility emergencies in a timely manner and submit Occurrence Reports on the same date if necessary.
  • Investigate all requests for repairs in a timely manner upon receiving a written request via Property Vista or email.
  • Ensure that the building and its environment are clean by completing daily walkthroughs.
  • Supervise cleaning, snow removal, and landscaping operations. Assist if needed as directed.
  • Prioritize and conduct minor repairs (plumbing, lighting, etc., as directed).
  • Pull out garbage/recycle/organic bins/totes to the designated area for pick-up as per schedule.
  • Remove old appliances and bring in new (spare) appliances as needed and directed.
  • Order building supplies upon Property Manager approval and keep organized inventory.

Cleaning:

  • Thoroughly clean lobbies, laundry room, washroom, hallways (corridors), staircases, elevator cab, garbage chute, and garbage rooms, including mopping and vacuuming of all floors, runners, and furniture using designated chemicals, supplies, and equipment.
  • Clean and wipe all windows, doors, trims, baseboards, walls, and floors in the common areas, including the tops and interiors of washers and dryers.
  • Dust all lobby area light shades, tabletops, picture frames, and elevator fans.
  • Clean and polish all stainless steel.
  • Ensure that all outdoor grounds are free of litter and pet debris. All trash/garbage cans are empty.
  • Ensure that indoor/outdoor parking is free of litter and pet debris. All trash/garbage cans are empty.

Safety:

  • Ensure that all life safety systems are inspected as scheduled and that they are in working order, and that daily/monthly checklist is completed.
  • Inspect all mechanical rooms (boiler, elevator, and electrical rooms, etc.) on a daily basis and complete daily/monthly checklist.
  • Identify, report, and schedule rectification of any safety hazard issues within the facility and grounds.
  • Inspect all sidewalks and driveways during the winter season and correct any hazardous conditions and perform daily snow log.

Scope:

  • Work in close cooperation with tenants, vendors, contractors, and Manager, Capital Projects.
  • On-call rotation for buildings within the area as per schedule and respond to emergencies within a 15-minute maximum time frame.
  • Other duties as assigned.

Qualifications

Education

  • Minimum - High school Diploma (Grade 12).

Experience

  • Preference: 3 to 5 years of technical and practical experience.
  • Preference: Previous experience as Resident Manager.

Skills and Abilities

  • Actively support SKPM's values of: Honesty, Integrity, Trust & Respect.
  • Motivated to learn more and grow within this position.
  • Looks for ways to improve processes.
  • Patient with the ability to listen to others.
  • Takes initiative.
  • Has a high tolerance for stress.
  • Respectful of and compliant with rules and regulations (especially concerning safety).
  • Sound judgment & decision-making competencies.
  • Strong planning and organization.

Special Requirements:

Ability to stand and walk for extended periods. Ability to frequently stop, bend, and kneel. Ability to lift and move objects weighing up to 50 lbs. Work is performed both indoors and outdoors in a variety of environmental conditions.

Thank you for your interest in Sterling Karamar Property Management.

Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement.

Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer. We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.

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