Maintenance Administrator

Maintenance Administrator - Circle Community LandTrust

**About Circle Community Land Trust**: Circle is a non-profit organization founded to protect and invest in some of Toronto's last affordable family-sized homes. In June 2021, the City of Toronto chose Circle as the successful proponent to own and manage 561 houses transferred from Toronto Community Housing Corporation. For tenants, the benefits will be improved services and well-maintained homes. For Toronto, the benefits are the preservation and regeneration of hundreds of affordable houses - houses that would be impossible to replace in today's market - in mixed-income neighbourhoods. Beginning in April 2022, Circle will begin to complete the purchase of the houses, bring them to a good state of repair, and keep them affordable.

The Maintenance Administrator will be responsible for providing superior maintenance, clerical and administrative data entry services to internal and external contacts including vendors, and tenants under the Asset Management & Maintenance Dept. This role will have a focus on ensuring accurate data entry of all work order from our Tenant Portal, maintenance channels, and other sources within the company and supporting the entire portfolio. As our Maintenance Administrator, you will support the Asset Management and Maintenance Team, assign work orders or repairs under the direction of the Director, Maintenance. You will also serve as a key Maintenance Team Tenant-facing representative with Tenant Experience as a core competency.

**Key Responsibilities**:

- Support the Director, Maintenance and Maintenance team as required
- Develop hands-on knowledge and expertise of understanding of Tenant facing policies as pertain to Maintenance
- Support Maintenance Technicians, and collaborate with the Maintenance, and Capital Project teams to review work requests
- Communicate with Maintenance teams and Tenant Service Teams to resolve chronic and repeat failures with processes, provide status updates on maintenance efforts, and gather feedback
- Participate in meetings with Maintenance Team to review upcoming work requests, weekly scheduling, and outage planning
- Prioritize work order requests to approve and reject, review complete work orders, and produce schedule for the next day/week
- Monitor maintenance schedules to ensure there is no conflict with other schedules
- Support the Procurement Work Order Processes
- Enter work order data in support of maintenance activity
- Other duties as assigned

**Reports To**:
Directly reports to: Director, Maintenance. Flexible hybrid role.

**Position requirements include, but are not limited to**:

- Coordinate the creation and distribution of work orders to the portfolio
- Using Excel and Yardi System, schedule the release of work order jobs
- Establish priority lists and resolve conflicts in priorities
- Prepare for, and participate in, daily maintenance meetings
- Resolving daily problems, through analysis and troubleshooting of issues associated with the key metrics
- Define and follow-up action plans to improve lead-times and bottlenecks
- Participating and supporting continuous improvement activities and initiatives
- Other duties, as assigned

**What you need to succeed**:

- Bachelor’s or higher preferred
- Minimum of 2 years-experience in a related industry as it relates to Housing, Data Entry, Property Management, additional experience in Community sector an advantage
- Excellent customer service
- Ability to analyze, interpret and evaluate information
- Excellent time management skills, with the ability to multi-task and prioritize
- Strong attention to detail
- Action Oriented

**What you will benefit from**:

- Being part of a collaborative and engaging team that prioritizes Community development and employee growth
- Partnering with and learning from an experienced Team of professionals in the non-profit sector
- A competitive employee benefits package

**The hiring range**: $50,000-$60,000 annually, depending on experience.

**How to Apply**:
Pay: $50,000.00-$60,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Toronto, ON