Job Description

Reports to: Chief Operating Officer

Posting: #23-09

Department: Property Services

Compensation: $105K+ Commensurate with Experience

Posting Closing Date: July 7, 2023 at 4pm

Organizational Focus:

Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.

Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.

Key Responsibilities

1. Team Management

• Provide leadership and supervision to staff in a manner that motivates, empowers, guides, and directs them to be responsible and accountable;
• Support direct reporting managers through coaching, mentoring, guiding, problem solving, and professional development;
• Undertake regular check-ins, team meetings, and performance management as needed

• Participate in recruitment, retention, labor relations matters and oversee team performance management;
• Ensure health and safety procedures are in place and followed by staff; while potential health and safety risks are identified, reported, and addressed with support from the relevant departments;

2. Maintenance Administration and Service Delivery

• Help the Executive Team develop and implement department goals, targets, and operational requirements consistent with organizational objectives;
• Lead the team in completing the development of standard operating procedures for the areas of responsibility.
• Generate KPI reports related to Maintenance, utilizing the information to inform and improve processes and/or services.
• Support efforts to pursue continuous improvement in internal and external customer service;
• Participate in the annual budgeting process and budget management/control efforts;
• Oversee procurement processes for maintenance and ensure the appropriate use of quote requests, purchase orders, standing offers, RFPs, etc. while adhering to Pacifica Housing\xe2\x80\x99s procurement policy;
• Oversee the implementation of new systems that improve efficiency in service delivery;
• Collaborate with the Community Real Estate department on capital projects and new project delivery handovers that impact operations;
• Obtain and maintain current knowledge of maintenance services, approved standards, legislation, regulation, policies, procedures, trends, and be knowledgeable about efficient and cost effective requirements;
• Oversee Contractor management, sourcing out work as required within established procurement process ensuring clear expectations and guidelines are set for contractors working on our sites;
• Prepare correspondence, letters, and reports as required, ensuring timely response to inquiries and issues;
• Receive and direct incoming correspondence, approve invoices, ensuring adequate procurement processes are followed in accordance to Pacifica Housing policies and procedures;
• Maintain cooperative relationships with all Pacifica staff, contractors, tenants and clients
• Work independently to meet deadlines and complete assignments as instructed.

3. Preventative Maintenance

• Ensure site inspections are conducted annually and that corrective maintenance and capital projects are scheduled to address findings;
• Ensure suite inspections are conducted annually, documented, corrective maintenance action is scheduled as required, and tenancy issues observed are reported to tenant services;

• Support the completion of a maintenance schedule and track progress/completion of related activities;

4. Corrective Measures

• Monitor the completion of service requests in an effective and efficient manner;
• Oversee suite turnovers;
• Oversee after hours on call coverage scheduling and be available for after hours emergencies as required from time to time;
• Maintain a list of preferred vendors that can be called upon during emergencies;

5. Other duties as required including

• Ensure the maintenance and building operations team is keeping Pacific Housing\xe2\x80\x99s Asset Planner up-to-date based on inspections, suite turns and maintenance activities;
• Support efforts to promote interdepartmental collaboration and integration of services; while working with all departments and particularly supporting the Supportive Services department.
• Collaborate with the Community Real Estate department on annual updates to Capital Plans

Requirements

Qualifications

Note: An equivalent combination of education and experience may be considered.

Education:

• Bachelor\xe2\x80\x99s Degree in Business Administration, Engineering, or relate fields.

Experience:

• Minimum three (3) years experience in progressive maintenance leadership roles; preferably in residential or commercial property management
• Prior experience in conducting risk assessments, writing reports, carrying out investigations relating to incidents within office, property, and tenant related concerns.
• Demonstrated experience with drafting scopes for RFPs as well as contract negotiation and facilitation

Knowledge, Skills & Abilities:

• Ability to demonstrate skills in at least one of the following residential building maintenance categories: plumbing, locksmith, or building operations (boilers, heaters, fans / pumps) is required.

• General proficiency using smart phone apps as well as to e-mail, text, call and manage calendar appointments.
• Ability to work within tight deadlines.
• Excellent attention to detail and accuracy.
• Ability to remain objective and calm during stressful situations, and diffuse escalating situations using tact and diplomacy.
• Ability to follow through and resolve outstanding issues within a timely basis.
• Strong interpersonal skills; with an ability to demonstrate a collaborative and encouraging approach.
• Must have valid driver\xe2\x80\x99s license and access to a reliable vehicle with a minimum of $2 million liability \xe2\x80\x98business class\xe2\x80\x99 insurance.

• Must be proficient with the use of Microsoft office and other software and apps such as Yardi, for example

Additional Criteria for Role:

• Criminal Record check with clear results required.
• Must have valid driver\xe2\x80\x99s license and access to a reliable vehicle with a minimum of $2 million liability \xe2\x80\x98business class\xe2\x80\x99 insurance.

• Working in Nanaimo 2-3 days a month is required, subject to review as needed.

Core Competencies:

Caring: Intermediate

Creative: Advanced

Responsible: Advanced

Role Competencies

Teamwork: Advanced

Communication: Advanced

Self-Management: Advanced

Benefits

• A mission driven and meaningful working environment
• Competitive salary from a Certified Living Wage Employer
• Three (3) weeks vacation entitlements plus significant wellness time
• Excellent benefits package for full-time employees (includes extended health and dental, life insurance, and more)
• Competitive employer RRSP contributions; no matching required
• Employee assistance program
• Career development and internal advancement opportunities
• Organization and individual training opportunities
• Social committee that includes robust team building and staff social events
• Dog friendly offices

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.

Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran\xe2\x80\x99s status, colour, religion, and diversability.

Pacifica Housing