Property Manager

2 weeks ago

ChathamKent, Canada Columbus Estates of Chatham Inc. Full time

**Job**

**Property Manager**

**Permanent Fulltime**

**Position Summary and Job Magnitude**

The Property Manager (PM) is responsible for the overall direction and coordination of staff activities as well as hiring and training staff, planning, assigning and directing work, appraising performance, addressing complaints and resolving problems. They will be asked to perform duties and responsibilities in the areas of corporate governance, member / tenant services, financial management, maintenance and preventative maintenance management, office and staff administration and community development.

**Essential Functions and Basic Duties**

**Finance**
- Work with the Board of Directors in preparing the annual Operating and Capital budgets.
- Review the monthly financial statement and board package in detail with Board Members.
- Ensure all deposits are made on time.
- Ensure that late payment, arrears and NSF letters are issued in a timely manner.
- Ensuring that all payables are dealt with in a timely manner.
- Make purchases in accordance with the Client’s spending policy, procedures or as approved by the Board of Directors.
- Ensure that all Assets / Inventory are updated at the fiscal year end.
- Ensure that all Managed sites’ annual operating and capital budgets are completed in a timely manner for the new fiscal year and approved in accordance with company policy.
- Review and ensure that deficit reduction plans are on track and that appropriate reports have been submitted to the Service Manager and the Board of Directors.
- Monitor all monthly financial reports.

**Human Resources**
- Direct, supervise and maintain strong communication with all staff members.
- Ensure your staff is in compliance of all established company policies and procedures.
- Conduct performance reviews on all staff in a timely manner and provide feedback to the Board of Directors as required.
- Conduct interviews for vacant positions.
- Assist in the development of and direct compliance with company policy and procedures as well as the By-Laws of clients and local, municipal, provincial and federal laws.
- Address any staff or client concerns in a timely manner.
- Assist in the training of new staff.
- Ensure that WHIMIS regulations and Health and Safety standards are up-to-date and adhered to by all site staffs and all staff appropriately trained.

**Administrative**
- Ensure weekly visits are conducted to all managed sites in portfolio.
- Ensure that the office systems and procedures are efficient and effective.
- Prepare all required reports, minutes, agendas and other Board / Member documents in a timely manner.
- Ensure your clients office filing system is always kept clean and organized.
- Supervise and direct office staff as needed.
- Fill in for staff in the event of vacation, illness or unforeseen absence.
- Respond to all inquiries in a timely manner.
- Coordinate move in and out activities within the allotted time frame.
- Review the planned preventative maintenance plan for each site two months prior to the fiscal year end.
- Ensure that the fire safety plans are updated and local fire safety ordinances are adhered to.
- Ensure that annual unit inspections are planned for, executed and followed up as required.
- Plan and set Board and Member meeting dates as required.
- Monitor and assist the Board of Directors with annual review/ contract renewal / tendering dates and processes.
- Ensure that Confidentiality and Code of Conduct agreements are signed by all contractors.
- Review and update Maintenance and Cleaning Schedules.
- Ensure that Board packages are compiled and distributed in accordance with company policy.
- Attend Board and Member meetings as required.
- Review weekly building inspection reports and ensure follow-ups are conducted.
- Review all correspondence from Service Managers, legal firms, government agencies, etc. ensuring that company policy is followed and the appropriate parties are informed of any issues.
- Monitor all on-site log books.
- Review special project funding and oversee project till completion.
- Review all outstanding legal cases / claims.
- Review and follow up on all outstanding work orders with staff.
- Review all arrears and vacancy reports with staff.
- Inspect all buildings including organization and cleanliness of all work areas.
- Deal with difficult matters relating to members, tenants and Board complaints, staff concerns, Service Manager, and maintenance related issues.

**Maintenance and Preventative Maintenance Management**
- Ensure that the preventative maintenance plan adhered to all times.
- Carry out regular property inspections and take corrective action as required.
- Ensure that trades are properly supervised.
- Ensuring that all completed work is inspected.
- Manage on-site cleaners and maintenance staff.
- Plan and schedule maintenance work with contractors.

**Miscellaneous**
- Act with integrity placing the best interests of Columbus Estates of Chatham Inc.

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