Maintenance Clerk

3 weeks ago

Greater Sudbury, Canada City of Greater Sudbury Full time

**Posting date**: February 14, 2023

**Job Title**: Maintenance Clerk (Bilingual - English/French)

**Number of Vacancies**:1

**Posting number**: EX23-170

**Status**: Permanent Position

**Hours of Work**: 70 hours bi-weekly

**Shift Work Required**: No

**Range of Pay**: $26.06 to $29.76 per hour

**Start date**: To follow selection process

**Initial Reporting Location**: 10 Elm Street
**Eligible to Work from Home**: No

**Section**: Maintenance
**Division**: Housing Operations
**Department**: Community Development

**Duties**:Under the general supervision of the Manager of Maintenance Service.

1. Responsible for a variety of clerical duties regarding the delivery of day-to-day maintenance functions.
2. Receive requests for maintenance repairs over the phone and in person, and document accurate description of the request in Yardi.
4. Assess urgency of maintenance requests and take appropriate action as required as directed by the Manager.
5. Maintain work order logs, preventative maintenance logs, move in inspection reports, baiting program files and maintenance unit files.
6. Follow up on outstanding work orders to ensure completion of tenant request by contacting staff and contractors.
7. Issue 24 hour notices of entry by landlord and ensure the proper written notice was provided to the tenant.
8. Prepare tenant maintenance charge invoicing complete with documentation for authorization.
9. Maintain the Best Lock Key System by inputting key code information into Yardi, record data in a log, and issuing and cutting keys.
10. Respond to routine inquiries over the phone and at the front counter and act as a front line liaison for Housing Operations.
11. Type correspondence, reports, notices, forms, minutes, agreements, etc. for the supervisor.
12. Perform back-up duties for the Receptionist and other positions within the department when required.
13. Co-ordinate varied tasks to maintain and meet goals and standards of Housing Operations.
14. Ensure maintenance work is issued, transmitted to field staff/contractors and results recorded within pre-set deadlines.
15. Co-ordinate services between the Housing Operations and external agencies/contractors field staff.
16. Provide detailed explanations of maintenance policy and procedural practices of Housing Operations in regards to maintenance to contractors, residents and other agencies or financial institutions.
17. Contact contractors/field staff and ensure instructions for maintenance repairs are relayed.
18. Maintain confidentiality in accordance with the Freedom of Information Act and Right to Privacy Act.
19. Provide relief to the Property Management Clerk duties as required.
20. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
21. Perform other related duties as required.

**Qualifications**:

- Successful completion of Secondary School (Grade XII) education plus additional short-specialized training courses.
- Over one (1) year up to and including two and one half (2½) years of related experience.
- Detailed knowledge of OHC / GSHO Manuals, policies and procedures as it relates to maintenance and inquiries from tenants and contractors.
- Knowledge of the _Landlord and Tenant Act_ sufficient to be able to correctly prepare and process notices such as entry.
- Good analytical and mathematical skills.
- Excellent communication and interpersonal skills in order to deal effectively with residents, contractors, staff, vendors and agencies, and maintain favourable public image of the Housing Operations.
- Ability to work independently and effectively, and meet numerous deadlines.
- Excellent organizational skills to ensure that maintenance requests are processed efficiently and correctly to ensure maintenance specific goals are met.
- Ability to input, co-ordinate and confirm information relevant to the day-to-day maintenance delivery program.
- Good knowledge of office procedures.
- Satisfactory health, attendance and former employment history.
- Excellent use of English; verbally and in writing.
- Excellent French verbal skills and a working knowledge of written French is required.
- All employees are required to treat residents with respect and tact while delivering excellent customer service.
- Physical capability to operate a vehicle safely, possession of a valid driver’s licence and an acceptable driving record, will be considered an asset.

**How to Apply**:
All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

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