Property Manager

3 weeks ago

Vancouver, Canada Tikva Housing Society Full time

**JOB DESCRIPTION**

**Job Title**: Property Manager

**Reports To**: Director of Operations

**Supervises**:Tenant Relations Coordinator, Property Services Coordinator

**ORGANIZATION OVERVIEW**

Tikva Housing Society is a charitable non-profit housing society that provides access to innovative and affordable housing solutions, primarily for Jewish individuals and families.

**Job Purpose**

The Property Manager position is responsible for the management and operation of Tikva’s social housing portfolio and Rent Subsidy Program to ensure the highest level of service is provided to the Society’s tenants and clients.

**Duties and Responsibilities**

**ADMINISTRATION**
- Interacts and communicates directly with the Director of Operations on financial performance, property operations, capital project execution and tenant relations.
- Interacts with the Asset Management Committee and reports on building-related issues and KPIs.
- Ensures the Society’s portfolio is operated in compliance with applicable Operating Agreements, partner agreements, and municipal bylaws.
- Provides monthly reports to the Director of Operations as requested.
- Provides support and coverage for Tenant Relations Coordinators and Property Services Coordinator at times of absence.
- Liaises with contracted property managers where applicable.
- Ensures proper maintenance of digital and paper records for all rental properties, including common areas and suites.
- Ensures proper maintenance of tenant databases and software, as required.
- Other duties as required.

**HUMAN RESOURCES**
- Provides regular feedback and support to employees under the Property Manager’s supervision.
- Supervises the work of the Tenant Relations Coordinators, ensuring that they perform the duties outlined in their job description.
- Supervises the work of the Property Services Coordinator, ensuring that they perform the duties outlined in their job description.
- Conducts probationary and annual performance reviews of the Tenant Relations Coordinators and Property Services Coordinator and reports on same to the Director of

Operations, recommending needed training, education, and salary increases in alignment with Tikva’s Human Resources policies.
- Assists with succession planning, recruitment and hiring of Tenant Relations Coordinators or Property Services Coordinator as needed.

**FINANCIAL**
- Approves building-related invoices for payment by the Finance Coordinator.
- Plans for expenditures within the approved budget.
- Provides portfolio reports and coordinates budgets with the Director of Operations and Finance Coordinator.
- Ensures that security and pet deposits are recorded at move-in and reconciled at move
- out.

**BUILDING MAINTENANCE**
- Coordinates building maintenance and repairs, grounds maintenance and housekeeping.
- Maintains accurate records and documentation of all major repairs and Replacement Reserve expenses.
- Assists with management of capital projects for Tikva properties.
- Visits each site regularly and identifies maintenance requirements.
- Ensures that unit inspections are completed annually and upon vacating.
- Prepares tenders and administers contracts.
- Arranges for contracts for specific and annual maintenance tasks and inspections.
- Ensures that Fire Safety plans and other applicable manuals are maintained and updated regularly.
- Ensures that all buildings and grounds comply with local bylaws, permits, regulations and building codes.
- Supervises the daily operations of buildings, site staff and contractors; ensuring that work is completed efficiently according to contracted specifications and meets Tikva’s standards of maintenance and repair.
- Oversees and manages retrofit projects in coordination with funding agencies, architects, engineers, and contractors.
- Prepares vacant units for future rentals including arranging for necessary painting, cleaning and repairs.
- Liaises with Director of Finance and Finance Coordinator for Replacement Reserve items.

**TENANT RELATIONS**
- Oversees rent-up of all vacant units and ensures that appropriate tenants are selected according to Tikva’s policies.
- Ensures that tenancy agreements/leases are recorded and updated and that tenant records are current, and liaises with contracted Property Management companies for the same.
- Ensures that tenant incomes are verified annually to meet the subsidy policies of Tikva and its funding agencies.
- Handles tenant complaints as needed in coordination with Tenant Relations Coordinators.
- Determines action, if required, regarding tenant conflicts.
- Recommends eviction and other related decisions to the Director of Operations.
- Issues Notices to End Tenancy and follows up as required under the Residential Tenancy Act.
- Pursues eviction proceedings, if required.
- Acts as the official liaison between tenants and the Society.
- Alerts the Director of Operations of issues that require attention beyond the scope of the Property M

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