Assistant Property Administrator

Job Summary

Responsible for supporting the Property Administrator team in the management of their assigned affordable housing portfolios by performing property management functions/tasks, including routine inspections of housing units for maintenance requirements, ensuring the completion of rent services logistics, overlooking services contractors and assisting in incidence investigations.

• Diploma from a 2-year college program in Social Services, Business Administration, Paralegal, or other related fields
• Course/Certificate Rent Geared to Income (RGI) training is preferred
• Certificate or diploma from a recognized property management training course (e.g. Institute of Housing Management) is preferred

• At least 2 years’ experience in social housing and/or property management sector
• 3 years in social housing and/or property management sector is preferred
• Knowledge of all relevant legislation and regulations including but not limited to; the Housing Services Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, the Residential Tenancies Act, Occupational Health and Safety Regulations, Ontario Fire Code, Freedom of Information and Protection of Privacy Act, Workplace Hazardous Material Information Systems and the Construction Lien Act
• Knowledge of contract administration and performance measures
• Bilingual English and French is considered an asset
• Some technical knowledge related to construction and design, property maintenance, energy conservation and building systems
• Ability to read and interpret common/basic blueprints and schematic drawings
• Ability to estimate construction/repair costs for common/routine issues related to residential buildings

Responsibilities

• Assessing completeness of eligibility application and/or submitted required income validation for subsidy packages, and follow-up with tenants (in-person, if required)
• Investigate suspected cases of misrepresentation of income, calculate and make recommendation for action to Property Administrators, upload documents into Yardi, follow-up with tenant regarding repayment agreement and advise finance
• Conduct collection calls and follow up with tenants
• Approve RGI calculations and report discrepancies to TSR
• Prepare and process N4s and complete necessary follow-up
• Assist with tenancy agreement infractions including: investigations, letters and LTB forms and meet w/ tenants (w/ PA, or CPC in PA’s absence) to discuss issues/resolve
• Create repayment agreements related to tenant charges, follow-up while uploading documents in Yardi, send contract to tenant and issue adjustment form
• Participate and assist (e.g. deliver notices) for community meetings and events

• Schedule move ins with new tenants, complete packages, process dual rent credits

• Creating work orders as needed, for both emergency and general maintenance
• Coordinating and completing 60% of annual inspections with contractors and other staff, creating notices for tenants and scheduling, including asbestos log sheets, follow-up, issue work orders
• Ensuring Emergency Kits, fire logs, safety plan, and other equipment and safety requirements are up-to-date or functional
• Providing recommendations to the Property Administrator regarding routine inspections, including move out inspections as directed by the PA/PA’s absence
• Line up day-to-day contractors, create work schedule per timeline and issue work orders
• Assist with community/building envelope inspections
• Complete playground and yard inspections

• Investigating and resolving tenant issues, such as noise complaints and/or social issues
• Overseeing the maintenance and repair of the designated property portfolio
• Full Property Administrator functions for vacation and time off periods including after-hours calls, approve payments and issue tenant charges

• Monitoring contractors and the work completed, in addition to identifying and escalating any issues to the Property Administrator
• Ensuring necessary supplies and equipment are available and maintained for service contractors and other staff
• Schedule annual furnace cleanings, smoke detector testing including, set up work orders, order supplies, arrange dates/times, follow-ups
• Service Contract oversight including inspecting work as needed (i.e. after a storm), follow-up calls for neglected duties with contractors, meet w/ contractor regarding issues
• Assist with fire drills in their entirety

• Encompasses interview tenant(s), complete reports, review surveillance / transfer to USB for legal, take photos, contractor follow-up, work order issuance

• Requires a valid class G license and use of a vehicle
• In accordance with the Corporate Criminal Record Check Policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate for the vulnerable sector
• Regional staff strive to enable the strategic priorities of council and the organization through the completion of their work. Staff carry out their work by demonstrating the corporate values.