Property Management Coordinator

4 weeks ago

Thunder Bay, Ontario, Canada The Children's Aid Society of the District of Thunder Bay Full time
Property Management Coordinator
Full-time, Permanent (hours/week)
The Property Management Coordinator is responsible for overseeing the maintenance and management services for all properties owned or leased by the organization, as well as procuring all necessary office supplies and equipment. This role also offers administrative assistance to the Finance Department.

POSITION QUALIFICATIONS AND REQUIREMENTS:
  • Completion of a diploma or certificate in business or commerce from an accredited institution or an equivalent combination of education and experience.
  • Candidates with diverse academic backgrounds and relevant work experience, along with demonstrated competencies, will be considered.
  • Assets: Prior experience in accounting or finance-related roles and/or property management; familiarity with mechanical processes and/or experience in skilled trades.
  • Intermediate proficiency and extensive experience with Microsoft Office Suite (Outlook, Word, Excel).
  • Proven experience with various computer software applications.
  • Accurate and efficient data entry and word processing skills.
  • Ability to effectively manage interpersonal conflicts.
  • Willingness to learn and adapt to new technologies in the workplace.
  • Contribute to a culture of diversity, equity, and inclusion with a commitment to addressing disparities in service outcomes.
  • Exceptional organizational, coordination, and time management skills to prioritize tasks, meet deadlines, and handle multiple assignments simultaneously.
  • Ability to evaluate workflow and administrative processes, and to propose improvements for efficiency, data management, and system development.
  • Sound judgment and tact in addressing a variety of issues and problem-solving.
  • Excellent communication skills, including strong interpersonal, written, and verbal abilities, with the capacity to engage with a diverse range of individuals.
  • Occasional use of a personal vehicle and a valid driver's license with a clean driving record.
  • Criminal Records Check satisfactory to the organization required upon conditional offer of employment.

MAJOR RESPONSIBILITIES:
  • Obtain estimates for approved building repairs and maintenance; coordinate repairs and oversee plumbing, electrical, HVAC, and other related service calls.
  • Ensure that contractors fulfill their obligations regarding snow removal, waste management, pest control, and cleaning services.
  • Maintain and track office and cleaning supply inventory levels; place orders as necessary; and reconcile invoices.
  • Travel to various locations as required.
  • Order and manage supplies of Personal Protective Equipment; distribute as needed to staff and clients.
  • Ensure regular inspections and servicing of security, emergency, and fire safety systems.
  • Manage and distribute building access fobs, first aid kits, and security codes.
  • Administer and manage incoming and outgoing mail, including priority post, packages, courier services, and other correspondence.
  • Provide administrative support to the Finance Department by accurately matching and filing invoices and purchase orders. Complete financial tasks in the community as required.
  • Arrange travel for staff and clients, and reconcile travel expenses.

Application Information
The organization is committed to supporting and advancing equity, diversity, and inclusion. We are particularly interested in receiving inquiries and applications from individuals who identify as Indigenous, racialized, or equity-seeking to better reflect the demographic profile of the community we serve.

The organization is dedicated to a selection process and work environment that is inclusive and free of barriers. Accommodations will be provided to prospective employees in accordance with relevant accessibility legislation.

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