Property Services Coordinator

The Property Services Coordinator works as a team member in Property Services to ensure that the department operates efficiently and effectively by coordinating staff and outside contractors who directly maintain Houselink & Mainstay properties for tenants, and by supporting the overall management of Property Services.

This position incorporates administrative and organizational duties and is a key contact for intake of calls and inputting work orders for maintenance issues, judicious prioritizing and dispatching of emergency work orders to maintenance workers, arranging contractors and processing purchase orders and invoices using the Yardi Voyageur property management software.

The position requires a high degree of problem solving and strong communication skills and reports to a designated Property Services Manager. The position will include both office based and occasional field work and will require being available for regular on-call service which may require work outside regular office hours from time to time.

· Property management experience in social housing sector is preferred.

· Strong interpersonal skills including a positive attitude and work ethic

· Strong verbal and written communication skills and ability to interact effectively with maintenance workers, tenants, other staff and outside contractors.

· Knowledge and experience in property management, leasing and building maintenance.

· Mechanically inclined and has basic knowledge of plumbing, carpentry, electrical and mechanical and understanding of multi-residential applications.

· Strong organizational and computer skills and knowledge of accounting processes and procedures with accurate data entry and strong attention to detail.

· Proficient in MS Office, particularly Excel, Word, and Outlook.

· Experience in supervising and dispatching work to maintenance staff via Yardi or similar property management software application.

· Experience working with marginalized individuals living with mental illness and/or addictions is an asset

· Demonstrated ability to work in a team environment while also having a high degree of initiative and ability to work independently with given direction.

· Knowledge of and adherence to all legal and other established standards and requirements, such as the Ontario Fire Code, Ontario Building Code, Toronto Municipal Code (particularly Section 354 – Apartment Buildings), RentSafeTO, Residential Tenancies Act (RTA), Fire Prevention Act, Elevating Devices Act, or any other relevant legislation

· Knowledgeable about and able to act within relevant legislations including, the Residential Tenancies Act (RTA), the Housing Services Act (HSA), the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act (AODA) the Mental Health Act, the Child and Family Services Act, the Personal Health Information Protection Act (PHIPA), the Occupational Health and Safety Act (OHSA).

· Valid driver’s license and reliable vehicle to attend sites when required.

· Able to take part in weekly rotation of after-hours coverage (including weekend and holidays), providing secondary on-call back-up to front-line staff and / or escalating issues to manager .

OPERATIONAL RESPONSIBILITIES

Input, Schedule and Supervise the Execution of Work Orders

· Receive incoming work order requests through the maintenance call-in line, Yardi Rent Cafe, email, the daily Emergency Response Report and direct communication with front-line staff; confirm receipt of request and issuing of work order with tenants.

· 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 close.

· 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 of notices to tenants and access for contractors.

· Liaise with support team on unit preparation for pest control by tenants to ensure units are ready for scheduled treatments.

· Review pest control reports and statistics and highlight issues with portfolio Manager or other relevant staff members

Financial, Administrative and Reporting

· Collect invoices, receive invoices in Yardi, code for processing or for approval by Manager.

. Follow up with contractors to ensure timely receipt of invoices and respond to contractor invoicing inquiries and troubleshoot and investigate any invoicing issues that come up.

. Liaise with support teams to confirm charge backs to tenants, determine costs and provide information to Property Services Administrator.

. Support Property Services Administrator in ensuring proper receipt and inventorying of supplies and equipment at remote sites.

. Compile data / statistics as required and maintain files and other records in good order.

. Support the preparation of incident reports as required.

. Document any significant problems, events, changes, etc. which management should be informed of or which may require evidence or an audit trail at some future date.

ORGANIZATIONAL RESPONSIBILITIES

· Model the organizational values, policies, and professional ethics and demonstrate commitment to the strategic direction.

· Demonstrate active support for organizational direction and priorities in own actions.

· Proactively engage in program and organizational change activities as directed.

· Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed.

· Identify and remove barriers to service excellence.

· Demonstrate personal commitment to enhancing organizational culture and wellness

· Embrace and demonstrate HLMS values in your actions.

· Participate in a work culture of positive thinking, initiative and creativity.

· Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively.

· Ensure that conduct of staff and contractors is in accordance with the HLMS Code of Conduct policy

· Comply with the policies of the HLMS including those pertaining to the confidentiality of client information.

· Represent the agency in a positive manner with tenants, colleagues, contractors, and the community at large.

Working Conditions

· Exposure to household pests, bodily fluids, cleaning chemicals and some smoking environments.

· Working hours are 35 hours per week.

· Requirement to travel to and work from other HLMS locations as required.

Special Requirements:

· As a condition of employment, a successful police record check is required

Please apply with a cover letter and resume in one document on or by December 5, 2024.

Hiring Rate: $30.20 per hour