Property Services Coordinator

3 weeks ago

Toronto, Canada Houselink & Mainstay Community Housing Full time

**OPERATIONAL RESPONSIBILITIES**
- Input, Schedule and Supervise The Execution of Work Orders
- Create work orders in Yardi and assess, prioritize, organize the response of Maintenance Workers to emergencies though Yardi mobile app and direct communication.
- Prepare and arrange for posting of notices to building residents and individual tenants as required.
- For work orders that cannot be addressed by on-staff Maintenance Workers, notify Manager, obtain quotes, select qualified trades, create purchase orders for approval in accordance with internal controls and authority levels, coordinate the work to be completed with the contractors and arrange for access and posting of notices.
- Follow up and maintain communication with contractors and field team to ensure timely response and quality of work by contractors and ensuring contractors promptly submit invoices so that open purchase orders can be closed in expected timeframe.
- Assist in determining needs for preventative maintenance, cleaning coverage and pest control; create Purchase Orders, coordinate scheduling of contractors, arrange access and posting of notices and follow up to ensure completion of work and proper reporting.
- Monitor Yardi “Work Order Dispatch Board” throughout the day, assign any unassigned work orders, and provide updates on work order status to tenants and staff as needed.
- Provide updates on status of maintenance requests to tenant / members, front-line staff or management as needed.
- Monitor and update work order status in Yardi throughout the day to ensure that work is completed, detailed technical notes are inputted and work orders are closed.
- Follow up with frontline staff on outstanding work orders and update manager on any issues with scheduling that may arise.
- Generate periodic reports on maintenance activities and / or extract reports from Yardi.
- Other Day -To-Day Duties
- Ensure that front-line staff and contractors follow any infectious disease or other public health protocols and screening required by HLMS policy or public health directive.
- Assist Property Services Administrator in addressing cleaning and maintenance supply requests from frontline staff; processing orders, and coordinating delivery.
- Arrange and coordinate tasks according to the preventative maintenance schedule and fall and spring seasonal procedures.
- Arrange bulk garbage removal upon request
- Arrange cleaning coverage for absent caretakers.
- Notify manager(s) when required to resolve issues (e.g. unit access denied, support worker needed, tenant behaviour concerns, health and safety concerns, etc.)
- In conjunction with the Property Services Administrator, order supplies and equipment and ensure adequate inventories and inventory control procedures are followed particularly for remote storage locations.
- Help coordinate monthly / annual fire inspections and annual unit inspections by providing notices and scheduling contractors and staff.
- Maintain security systems including keys and electronic fobs and keep Property Services Administrator informed of relevant issues.
- For assigned portfolio, take part in regular inspections to support the Property Services Manager in assessing overall condition of buildings and current maintenance requirements and determining an appropriate course of action to address issues.
- Property Services Functioning
- Work as a team with other Coordinator(s) and other Property Services staff to ensure that the department operates efficiently and effectively.
- Resolve any Property Services operations issues or concerns that arise collaboratively with other staff members and departments and / or escalate to Manager if required.
- Provide coverage for other Property Services staff when they are away.
- Liaise with on-call Maintenance Worker and support staff as required, follow up on ongoing on-call issues and provide updates.
- Support Property Services Administrator in maintaining an up-to-date list of qualified contractors and tradespeople.
- Be knowledgeable about current trends and technologies related to property services.
- Provide tenants with practical assistance / information on maintenance related matters in the course of carrying out day-to-day interactions.
- Identify and make recommendations for the improvement of the Property Services department including the preventative maintenance plan and the work order system.
- Ensure that all legal requirements and other established standards are adhered to, such as the fire code, building codes, RentSafeTO, Fire Prevention Act, Elevating Devices Act, Ministry of Health requirements, Tenant Protection Act, or any other relevant legislation.
- Take part in training of new team members in HLMS processes and procedures and in becoming familiar with HLMS buildings, building systems and preventative maintenance.
- PEST CONTROL
- Support scheduling unit and common area pest control treatments, create work orders and / or purchase orders, arrange posting o

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