Rental Manager

2 months ago

Ottawa, Canada Centretown Citizens Ottawa Corporation Full time

**About Centretown Citizens Ottawa Corporation (CCOC)**

**Position Summary**

The Rental Manager leads operational processes related to rent subsidies; supports Rental Officers to attend to complaints between tenants and other tenant matters that require major intervention or legal action; supervises Rental Officers and Building Representatives; leads Commercial leasing and is responsible for block lease administration and operational processes related to community partner agreements.

**Key Responsibilities**

Responsibilities include but are not limited to the following:
1. Oversee leasing and subsidy administration for all rental units by:

- Renewing block leases, including rent subsidies and liaising with community partners with regard to community partner agreements.
- Ensuring that the team is trained and equipped to administer rent subsidies and collaborating with Rental Director to revise and update relevant department policies.
- Supporting the team with subsidy administration as needed, including completing rent calculations, double checking rent calculations, updating forms and procedures.
- Ensuring employees are trained and equipped to represent the Corporation in landlord-tenant legal matters.
- Collaborating with Rental Director to establish appropriate market rents and monitoring local rental market conditions.
- Collaborating with Rental Director to monitor vacancies and turnovers to ensure timely rent-up of units.
- Collaborating with the Rental Director to monitor all rent subsidy programs to ensure adherence to targeting plans, subsidy budgets and approving rent subsidies.

2. Manage partnerships with community agencies that support CCOC tenants and residents by:

- Negotiating, maintaining and updating agreements with agencies; and
- Managing relations with agencies and their clients/tenants.

3. Support employees and act as a point of escalation in attending to complaints between tenants and other tenant matters that could require major intervention or legal action by:

- Reviewing employee’s documentation, undertaking further investigation and taking appropriate action in accordance with CCOC policies and procedures.
- Promoting personal responsibility to be a good neighbour.
- Ensuring that monthly reports are provided to the Executive Director for situations where the team is pursuing eviction.
- Providing liaison with CCOC’s lawyer and attending court proceedings as required.

4. Manages employees; hires, trains, coaches and supervises Rental Officers and Building Representatives by:

- Ensuring a fair distribution of work.
- Ensuring the preparation of annual work plans.
- Providing guidance and mentoring to team members.
- Carrying out annual performance reviews.
- Ensuring tasks in the job descriptions of reporting employees are carried out and the outputs meet the organization’s goals.
- Ensuring the effective integration of the Department and employees into larger corporate workflows and the organizational mission; and
- Reviewing material produced by employees.

5. Leasing of Commercial Properties with support from Rental Administrator and in consultation with the Rental Director by:

- Working with the Real Estate Agent contracted by CCOC.
- Showing vacant commercial units to prospective tenants as required.
- Negotiating terms and conditions with prospective lessees and/or the Real Estate Agent in consultation with the Rental Director.
- Executing leases and required documentation pertaining to leasing, such as city permits, insurance, etc.
- Acting as main point of contact for commercial tenants.
- Managing the lease renewal process.

6. Performs other duties as requested by the Rental Director.

This position supports the work of Centretown Citizens Ottawa Corporation, Centretown Citizens Housing Co-Operative and Cahdco (Centretown Affordable Housing Development Corporation).

**Education and Experience**
- Completion of a three-year post-secondary degree.
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
- Intermediate ability to use Microsoft Office Suite
- Familiarity with Yardi Voyager is considered an asset.
- Advanced verbal communication in English, intermediate written communication in English.
- Intermediate verbal communication in French, basic written communication in French.
- Knowledge of additional languages is considered an asset.
- 4 years of related work experience.
- Experience with residential tenancies management, non-profit housing and associated legislation, regulation and trends.

**Supervision and Decision-Making**
- Decision-making forms a large part of the role and will impact a major function of the organization and corporate objectives. Procedures and precedents are generally not well established, so considerable judgement and complex interpretation are required for developing solutions. On occasion, the manager may be called upon to make critical dec

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