Job Description

Respect * Integrity * Humanity * Community * Service Excellence

JOB OPPORTUNITY – Start in January 2024

Kiwanis Homes has been providing affordable, safe, and sustainable housing communities for families since 1982. We currently own and manage approximately 1,100 apartment units, townhouses, and single-family homes in the Hamilton and Brantford areas, and we are growing. We are seeking someone to join our knowledgeable and caring staff in

Property Support/Quality Control

Position objective

As part of a 3-person team, you will oversee all operations and staff in a portfolio of both rent-geared-to income and market rent apartments, townhouses, single family dwellings, and commercial units owned or managed by the organization. You will be directly responsible and accountable for the effective delivery of property support services and operations, including property and building routine maintenance, emergency maintenance, health and safety related maintenance, and contractor supervision.

Core competencies

To be successful in this position you will consistently demonstrate the following 5 competencies:

Your total compensation will include:

Starting annual salary:  $52,020 – 53,860, commensurate with experience.

Salary range:                     $48,350 – $74,050

Benefits:  Comprehensive group insurance plan (medical and dental coverage; life insurance; short-term and  long-term disability; accidental death and dismemberment; employee and family assistance plan);  pension plan with employer matching up to 5%; training opportunities; annual paid vacation (2 weeks up to 6 weeks based on years of service);  annual paid float days; paid annual holidays in addition to statutory holidays; year-round Friday afternoons off because work ends at 1:00 p.m.

General duties and responsibilities

• Maintain the integrity of the physical assets.
• Select, supervise, and appraise contractors to ensure all functions of their job are performed in a manner that is consistent with the mission and value of the organization. Report any deficiencies or concerns to the Manager of Facilities and Maintenance to facilitate corrective action.
• Respond to and document tenant enquiries, concerns, and maintenance requests that are not considered emergency in nature within 24 hours of receiving the communication.
• Respond immediately to and document tenant concerns or maintenance requests that are emergency in nature.
• Provide back-up for the other Property Support & Quality Control staff member during absences when required.
• Upon receipt of all notices to vacate, schedule a move-out inspection of the unit immediately.
• Upon turnover of a unit, provide the Resident Coordinator with outstanding charges to facilitate collection.
• Maintain and update Yardi system files.
• Communicate persistent problems/concerns to the Manager of Facilities and Maintenance and recommend solutions.
• Attend and/or represent the organization at various community meetings, seminars, and conferences when requested by the Manager of Facilities Maintenance.
• Perform other duties which are directly related to the responsibilities of the position and assigned by the Manager of Facilities and Maintenance.

Financial Reporting and Control

• Monitor and discuss variances with Manager of Facilities and Maintenance and Director of Operations and Director of Finance & Administration, including plans for resolution of problem areas.
• Administer the purchase order system, matching PO with invoice, and confirm that work is completed satisfactorily prior to payment of invoice.
• Determine if the purchase order/invoice will be a tenant chargeback and submit a copy to the Manager of Facilities and Maintenance to have the chargeback added to the tenant ledger.
• Maintain inventory controls of all site equipment and supplies.
• Coordinate maintenance inspection of units and projects to assess the state of repair. Determine appropriate course of action, estimate costs, and engage contractors to correct deficiencies. Coordinate the implementation of repairs, assign, and prioritize work to be determined, and inspect work performed by contractors to ensure compliance with instructions and job specifications to ensure cost efficiencies.

Maintenance Administration

• Coordinate and inspect all repairs and maintenance.
• Report major issues and expense requirements to the Manager of Facilities and Maintenance.
• Conduct and document annual, move-in, and move-out unit inspections.
• Conduct weekly inspections of apartment complexes and record the condition of common hallways, laundry facilities, maintenance rooms, utility rooms, storage rooms, and exterior grounds.
• Attend annual fire inspections with contractor.

Legal/Regulatory

• Attend hearings at the Landlord/Tenant Board for complex evictions. Attend and assist Sheriff during evictions.
• Attend various court enquiries, discoveries, and commission hearings as required.
• Analyze and resolve all issues that arise pertaining to the organization’s properties and asset maintenance.
• Ensure Residents are aware of the proper department to submit complaints. Such complaints should be forwarded in writing to the proper department within 24 hours for follow-up.
• Share “on-call” duty and respond to all emergency situations at the organization’s units based on a 24-hour/7-day week rotational basis.
• Establish and maintain an effective network of communication between the management team and staff, various private sector agencies, and user groups.

Education, Experience, and Qualifications Required

• University degree or college diploma or certificate in Property Management or related field combined with several years of relevant property management experience OR an equivalent combination of education, qualifications, and relevant work experience.
• Possesses demonstrated knowledge of maintenance, property, and building administration of residential property, the Residential Tenancies Act, 2006; Housing Services Act, 2011; standard lease agreements, the Ontario Fire Code; the Occupational Health and Safety Act; and building codes normally acquired through the completion of relevant courses and relevant work experience.
• Has enhanced problem solving skills and the ability to make decisions.
• Possesses demonstrated knowledge of estimating and budgeting procedures.
• Has proven ability to supervise staff.
• Possesses strong leadership, communication, interpersonal, and organizational skills as well as a working knowledge of computer software applications (Microsoft Office: Word, Excel, Outlook; Yardi Voyager)
• Is willing and able to interact professionally with residents, colleagues, contractors, suppliers, vendors, government representatives and members of the public.
• Is familiar with factors related to the building trades (i.e., painting; plumbing; electrical; carpentry; concrete, and landscaping).
• Is willing and able to prepare requirements or specifications of work and supervise it to completion by performing inspections and compiling a deficiency list.

Working Conditions

• Be bondable.
• Regular work week is 37.5 hours plus one hour for lunch, Monday-Friday. Kiwanis pays for 30 minutes of each lunch hour.
• This position is based at the corporate head office currently located at 281 Queenston Road, Hamilton, ON L8K 1G9.
• Participate in regularly scheduled 24-hour/7-day week on-call rotation duties and respond to all emergency situations.
• Considerable time may be spent in front of a computer monitor.
• Have daily access to a reliable, insured vehicle as daily travel within the region is required.
• Possess a valid and unrestricted Class G Ontario Driver’s License for the class of vehicle operated, and up-to-date car insurance with business coverage.

 Hamilton East Kiwanis Non-Profit Homes is committed to providing reasonable accommodation to all persons with a disability throughout the hiring and selection process. We ask applicants to make their needs known in advance when accommodation is necessary..

 We thank all applicants for their interest in employment opportunities with our organization. Only those selected for an interview will be contacted.

 No phone calls or placement agencies, thank you.