Operations Manager 2

2 months ago

Halifax, Canada CAPREIT Full time

:
**Position Description**

**Title**: Operations Manager 2

**Reports To**: Associate Director/Director/Managing Director Operations

**Position Summary**: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:

- 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

**Other projects as assigned by AVP, Operations or MD, Operations**

**Qualifications**:

- University/college degree or equivalent work experience
- Preferred of at least three years experience in property management

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