Job Description

About Us:

WHAC Corp. is a reputable company dedicated to maintaining high standards in property operations and resident satisfaction. We are seeking a skilled and responsible Resident Manager to join our team and contribute to the upkeep, safety, and overall quality of our properties.

A Property Manager is fully responsible for the Physical, Financial, Administrative and Public (Staff/Tenant) Relations Management of the various Property Owners rental properties to which they are assigned.

A Property Manager must possess very strong business management skills, particularly in marketing, contract administration and financial control. In addition to these strengths, an excellent working knowledge of physical plant maintenance and superior public (Staff/Tenant) relations skills are necessary. A Property Manager must carefully allocate their time between the Management Office for the purpose of completing administrative, financial and public relations duties and the assigned properties for the purpose of ensuring that high standards of housekeeping and physical maintenance are present. A Property Managers presence within the building is as important as their presence in the Management Office. A Property Manager may be required to direct building operations/maintenance personnel, security staff and supervisors, recreational staff and directors, superintendents, cleaners, rental agents and any other required building personnel. A Property Manager reports to the Vice President, Director & President of Whitehall Apartments Corp.

SPECIFIC RESPONSIBILITIES

FINANCIAL MANAGEMENT

BUDGETS

i) Prepares the first draft of the Annual operating Budget for review by the Regional

Manager, Property Owner and/or their representative.

ii) The Budget shall be presented free of typographical and/or mathematical

errors.

EXPECTED STANDARD:

The operating budget shall include a projection of revenues and expenses to the end of the current fiscal year, an estimate of revenues and expenses for the following year and shall be complete with notes explaining the budget amount for each account that is used for budget purposes.

COST CONTROL AND SPENDING AUTHORITIES

i) The Property Manager shall be responsible for strict control on all spending for the Property Owner(s) and/or its employees.

ii) The Property Manager shall ensure that any expenses of a non-emergency nature and expected to exceed the budget are property discussed and approved by the Property Owner and Vice President.

iii) The Property Manager shall ensure that proper approval to increase costs in excess of the authority granted is approved by the President.

iv) The Property Manager shall obtain at least 3 written quotations for any expense or annual contract in excess of $2,000 or such lower amount as may be directed by the Vice President and/or President and shall summarize and present each summary in written form to the Vice President and President.

v) The Property Manager shall ensure that any expenses incurred by the Property Owner are properly approved and coded to the appropriate expense account in the Property Owners statements.

EXPECTED STANDARD:

The Property Manager shall ensure that an internal Purchase Order control system is maintained and shall approve all purchase orders issued on behalf of the Property Owner in accordance with the policies and with spending authorities granted. They shall ensure that all suppliers are approved by Whitehall Apartments Corp and are property qualified and capable of completing any contracts or tasks assigned.

GENERAL FINANCIAL MANAGEMENT

The Property Manager shall assist the Property Accountant towards ensuring that all aspects of the financial management of the Property Owner's property are properly controlled, incurred, recorded and reported. Such management shall reflect the policies and directions of the Property Owner and the internal controls of Whitehall Apartments Corp.

2. PHYSICAL PROPERTY MANAGEMENT

MAINTENANCE SPECIFICATIONS AND STANDARDS

i) Sets specifications for any maintenance or repair work required by the Property Owner.

ii) If requested, or required present maintenance specifications to the Vice President and President for approval.

iii) If beyond the technical expertise of the Property Manager and Whitehall Apartments Corp. and as approved by the President, arrange for the setting of specifications for major repairs by an independent third party.

iv) Ensures that the specifications established are complete, clear and at a standard that will maintain/repair the property to the highest possible standard taking advantage of any improved technology and economies of scale as applicable.

EXPECTED STANDARD:

The Property Manager must understand the expectations and standards of the Property Owner and Vice President must ensure that all specifications for repair or maintenance reflect this standard in order to replace or enhance the overall appearance and operation of the Owner's property. Specifications will be set in such a manner to allow for competitive and comparative pricing by trades or contractors.

TENDERING OF MAINTENANCE OR REPAIR CONTRACTS

i) Based on established specifications, obtains quotations from at least three qualified contractors for any work that exceeds $1,000 in cost.

ii) Ensures that each bidder properly and adequately understands the work to be completed.

iii) Prepares a bid summary report for presentation to the Vice President and President setting out the quotations received, makes a recommendation to the Vice President and President for the selection of a contractor and provides reasons for the approval of the recommended bidder.

EXPECTED STANDARD:

Prior to requesting bids on any work, the Property Manager must seek out properly qualified bidders based on their own knowledge and experience or the knowledge and experience of Whitehall Apartments Corp. Their recommendation to the Vice President and President must consider price, working experience with the bidder, quality of past work completed, ability to complete the work, reference checks and availability to complete the work within any prescribed time limits.

SUPERVISION OF CONTRACTS

i) Ensure that any contract to perform work or services for the Corporation is carried out pursuant to a contract or Purchase Order.

ii) Ensures that the performance of the contractor complies with any specifications or standards established.

iii) Reports to the Vice President / President any problems being experienced with the carrying out of the contract.

EXPECTED STANDARD:

The Property Manager must consistently monitor the performance of the contract through inspections of the work in progress, regular communication with the contractor and written documentation of any deficiencies or violations of the terms of the contract. Prior to the approval of any payments to be made pursuant to the contract, ensure that all conditions of the contract are complete.

Both the Property Manager and the Property Owner must recognize that many variables may affect the overall requirements of this function such as the size of the job, cost of the work, the urgency to complete the work and the involvement of the Vice President and President. Regardless, every effort must be made, regardless of these variables, to ensure that any work or service performed is competitively priced, and completed in a proper and workmanlike manner that reflects the standards and expectations of the Property Owner.

PROPERTY INSPECTIONS

i) On a regular and systematic basis the Property Manager will ensure that they have walked through all the common areas of the property at least once a month to note any items of deferred maintenance, repair or improper/incomplete housekeeping. This can be done by utilizing the Resident Managers.

ii) Initiate the necessary action to resolve items noted on inspections including notice to appropriate supervisory staff, contracting for service or advise to the Vice President and President on actions proposed.

iii) Maintain records of all items noted during property inspections and their eventual disposition.

EXPECTED STANDARD:

The Property Manager is expected to carefully note any and all items requiring attention and to initiate the appropriate action to ensure that a high standard of maintenance, housekeeping and repair exists at all times and to ensure that any staff under their supervision are knowledgeable of these high standards. Any items beyond the authority of the Property Manager shall be brought to the attention of the Vice President and President.

ADJUSTMENT OF INSURANCE LOSSES

i) In the event of any emergency involving property damage or personal injury to take any and all steps necessary to mitigate any further damage or loss.

ii) To promptly advise the Property Owners insurers of any loss or potential claim against the Property Owner.

iii) To coordinate any repairs under any policy of insurance with any adjuster appointed by the insurer,

iv) To represent the best interest of Whitehall Apartments Corp and the Property Owner(s) in the resolution of any insurable loss.

v) To ensure Proof of Loss Statements are complete and accurate and filed with the insurer within any prescribed time period.

EXPECTED STANDARD:

The Property Manager must be knowledgeable with all insurance policies of the Property Owners, standard procedures followed by adjusters appointed by the insurers and steps to be taken to mitigate losses. They must monitor and control repairs to ensure the interests of the Property Owner are properly served.

COMPLIANCE WITH GOVERNMENT REGULATIONS

i) Be familiar with any Municipal, Provincial or Federal Statute or Regulation affecting the operation or management of the Properties, including but not limited to any Act or Regulation dealing with Occupational Health and Safety, Swimming Pools, Elevating Devices, WHMIS, Workers' Compensation, construction liens, Employment Standards and life safety.

ii) Ensure that all actions or conditions on the properties comply with those Acts or Regulations.

EXPECTED STANDARD:

As Property Manager, Whitehall Apartments Corp. is committed to understanding any and all government regulations affecting the operations of its building, to ensuring compliance with these regulations and to training its employees on all such regulations. The Property Manager must ensure that no condition is allowed to exist that would be in violation of any government regulation or would expose a Property Owner to any fine or potential claim.

PREVENTATIVE MAINTENANCE

i) Ensures that a comprehensive Preventative maintenance Program on all mechanical and electrical systems of the building(s) are in place

ii) Ensures that any records related to such a program are properly maintained and are current

iii) Monitors any work performed either in-house or by contract pursuant to that Preventative Maintenance Program.

iv) Periodically recommends and implements changes to that program.

EXPECTED STANDARD:

The Property Manager must be knowledgeable about maintenance procedures necessary to maximize the life expectancy of any mechanical or electrical component of a building and must ensure that the Preventative Maintenance Program for the building(s) reflects manufacturers' specifications. Work may be carried out by contract or by building staff. Such work will be regularly scheduled, monitored and recorded in cooperation with those contractors or with the Vice President.

3.

ADMINISTRATIVE MANAGEMENT

ENFORCEMENT OF THE LEASE AND THE RULES AND REGULATIONS AND COLLECTION OF RENT

i) When any violation of the Lease terms or the Property Owner's Rules and Regulations is personally noted or reported to them by a resident, Vice President or an employee of the Property Owner, initiate those actions required to cause the tenant to abide by the terms of the lease and the rules and regulations.

ii) Bring any unsuccessful attempts to enforce the Lease or Rules and Regulations to the Vice President and President for authorization to proceed with legal counsel.

iii) Advise the Vice President and President on recommended changes to the Lease and Rules and Regulations

iv) Collect all rent as it falls due and take all steps required to ensure all arrears of rent, including rent due from past tenants, are dealt with promptly, thoroughly and effectively.

EXPECTED STANDARD:

The Property Manager will be required to collect all rent due and to enforce the terms of the Property Owners lease and rules and regulations and to ensure that all of the Property Owner's obligations to the tenant, are fulfilled. In any such enforcement proceedings, the Manager must be prompt, courteous and professional when meeting with, discussing or writing to any tenant to ensure that their approach does not provoke any unnecessary confrontation with a tenant. The Manager must document in writing any and all actions taken to enforce the terms of the leases and Rules and Regulations.

EMPLOYEE RELATIONS

i) Hires, directs, supervises and evaluates any and all persons engaged to work at the Property Owners properties pursuant to the Property Owners policies.

ii) Ensures that work programmes, work schedules, job descriptions and performance standards are developed, maintained and revised as necessary for each employee of the Property Owner.

iii) Holds regular meetings with the staff to review overall performance, Property Owners policies and benefits.

iv) Ensures that employee performance reviews are conducted on an annual bases for all permanent employees and prior to the end of any probationary period for new employees.

EXPECTED STANDARD:

The Property Manager's role is to ensure that an adequate complement of staff, as approved by the Vice President/President is in place and that such staff is qualified and trained to complete their assigned tasks. All of the Property Owner's policies, with respect to employees, will be implemented and enforced in a fair, reasonable, courteous and professional manner. Personnel files are to be maintained at Whitehall Apartments Corp.'s head office (Markham Location) for each of the companies employees and such files will contain any and all documents related to that individual's employment.

TENANT RELATIONS

i) Responds in writing to any and all written enquiries directed to them from whatever source and when requested by the President/Vice President responds in writing to any written enquiries directed to the President/Vice President/Property Owner.

ii)Assists and advises on any matter verbally brought to his attention and responds in writing if deemed appropriate.

iii) Maintains an ongoing list of resident requests for service directed to them and monitors and reports back to residents on the disposition of those requests in a timely manner.

iv) Maintains outgoing, personable, courteous, responsive and businesslike relations with all tenants.

EXPECTED STANDARD:

Maintaining effective tenant relations and an effective tenant retention program are critical components of the Property manager's position. The individual must display a conscientious, caring and positive attitude towards the well-being of the tenant and the building. They must maintain a position of high visibility and of accessibility to tenants. All responses must be in a courteous and professional manner.

REPORTS

i) Compiles and presents a written Manager's Report as directed by the Vice President/President.

ii) Prepares and submits whatever reports may be requested by the President from time to time.

EXPECTED STANDARD:

The reports to the Vice President/President will be thorough and complete. The status of ongoing issues will be described and matters for decision will contain or will be supplemented by verbal and/or written report in order for the Vice President/President to be in a position to make a decision on the matter or to discuss the matter more fully with the Property Owner. All reports will be accompanied by any other necessary material.

Job Types: Full-time, Permanent

Pay: From $55,000.00 per year

Benefits:

Dental care Extended health care Paid time off Vision care
Ability to commute/relocate:

Sarnia, ON N7T 5S3: reliably commute or plan to relocate before starting work (required)
Experience:

property management: 1 year (preferred)
Work Location: Hybrid remote in Sarnia, ON N7T 5S3