Job Description

POSITION RESPONSIBILITIES

OPERATIONAL RESPONSIBILITIES

Portfolio Administration

Maintain all equipment and systems for assigned Neighbours properties including heating, plumbing, electrical, HVAC, life safety, security systems and site amenities in accordance with department procedures and the approved budgets and spending policy. For all day-to-day maintenance, rollovers and small capital projects, develop scopes of work, obtain quotations, select qualified trades, schedule, oversee and evaluate work and provide feedback / arrange for deficiency repairs. Oversee preparation of cleaning schedules, annual unit inspections, and applicable preventive maintenance schedules for the portfolio. Monitor and maintain quality standards for general repairs including but not limited to minor electrical, plumbing and carpentry repairs including painting and drywall repairs. Ensure cleanliness of all areas of the assigned buildings in conjunction with the established cleaning program. Assist in the implementation of pest control program and procedures. Maintain inventory of maintenance tools, materials and equipment in good working order and accessible to staff; oversee the training of staff in safe operation and use. Prepare portfolio project reports for the Director and/or other departments as required. Provide prompt, professional responses to any issues / orders brought forth by municipal or provincial inspectors at assigned properties and keep Director informed. Assist in the development and/or revision of policies and procedures with respect to emerging internal and external events, trends and innovations. Report to Director, Property Services on issues that have a significant or potential impact on tenants, the department or the organization (i.e. risk management, legal or financial liability, public relations). Operate in compliance with Neighbours Finance Policy, including but not limited to: use of Purchase Orders, use of Yardi Voyager software, adherence to spending authority limits and providing appropriate supporting documentation for all expenditures Ensure that all invoices for the portfolio are properly documented by Purchase Orders and processed for payment in a timely manner and that day-to-day invoicing issues with contractors are investigated and resolved promptly. Assist in developing and overseeing the annual budget for the department, and making necessary budget and spending adjustments throughout the year as required Always ensure that Neighbors receives good value for money being expended Ensure estimates and/or costs for unit or property damages are assessed, documented and directed to the appropriate staff person for charge back evaluation / processing Hire, train and supervise portfolio team which may include: Coordinator, Maintenance Workers, Caretakers, and Building Superintendents. Provide leadership and foster good work habits and customer service attitudes among the assigned team by providing regular supervision, evaluations, and ongoing training, mentoring, coaching and education to staff Review and approve staff timesheets, expense reports, vacation requests, petty cash disbursements, incident reports, logbooks and other required reports Maintain schedule for Maintenance Workers and Caretakers and ensure that requests for time off are scheduled in accordance with policies and procedures and the collective agreement, with a keen focus on ensuring operational integrity during absences Ensure all work orders are completed in a timely manner and that Yardi procedures and documentation for work completed are followed Conduct regular site visits to evaluate staff performance and engage in regular supervision meetings with all assigned staff to ensure performance goals are being met Provide ongoing training of staff through regular team meetings to discuss procedures and programs and to explain matters of policy and program execution. Administer staff discipline through a progressive discipline model and in accordance with the collective agreement; Appear at grievance proceedings when required. Complete annual performance reviews of staff and prepare individual work plans and set personal development goals for staff Ensure that staff and contractors adhere to Health and Safety and public health protocols and procedures.

Market / Mixed Income / Veterans Properties (if assigned)

Prepare, manage, and monitor annual property operating budgets and capital expenditures and ensure compliance with funding agreements. Assist in setting and managing rents and rent adjustments maximize rent revenue in accordance with Residential Tenancies Act, Neighbours policy, and funder agreements. Monitor monthly rent receipts, flag issues, contact tenants regarding arrears and escalate by issuing letters and / or OLTB notices to tenants and attending OLTB hearings as needed Act as liaison between tenants and Neighbours and directing tenant inquiries to appropriate services within the organization. Make recommendations to Support Services for any identified support needs among tenants or tenants that may be eligible for Rent Geared to Income subsidies. Develop and execute marketing strategies to attract prospective tenants, advertise vacancies, and conduct property showings. Conduct regular property inspections to identify maintenance needs, ensure adherence to lease terms, and confirm legal compliance. Conduct move-out inspections to advise tenants of lease obligations and follow up post move out and arrange chargebacks for unit damage or units not cleaned. Oversee Building Superintendent in buildings that have this position

Program Management / Tenant Support

Ensure Property Services staff consistently provide good customer service and that all tenants receive equitable treatment. Manage unit rollovers and complete in a timely manner in accordance with department procedures and to meet support team schedule and needs; liaise with intake and support workers on rollovers Provide tenants and support team with information, education and practical assistance on Property Services matters; attend support team or resident meetings as required Participate in residential tenancy procedures as required including reporting, record keeping, and appearing at Landlord Tenant Board if required If assigned, collaborate with the Support team to monitor and oversee the provision of cleaning and landscaping services with the Supportive Employment program to meet program goals while ensuring an effective level of service and use of supplies

Building Oversight / Preventative and Corrective Maintenance / Life Safety

Perform regular inspections of each assigned property and be familiar with building systems and general condition; assess current maintenance issues and determine an appropriate course of action to resolve Oversee, schedule and monitor tasks within the preventative maintenance plan and confirm that work is performed in accordance with the agreement service parameters Ensure summer and winterization procedures are performed at all assigned properties Perform annual unit and common element inspections and provide reports. Ensure that the weekly, monthly and annual tests for Fire Safety Equipment, elevators and generators are completed and address all deficiency reports promptly Organize annual fire drills for portfolio in accordance with department schedule. Maintain a current contact list and contact procedures for all buildings and for emergency services for the assigned portfolio.

Risk Management

Ensure that all appropriate logs and records are kept, including fire safety logs, elevator inspections, material safety data sheets; snow/de-icing log, valve tags, service records, roof anchor information and other records required by Neighbours policy or by legislation. Take an active role in identifying and addressing security risks and support the investigation and resolution of security breaches Ensure all employees and contractors work in a safe manner and adhere to Health and Safety and Neighbours protocols and procedures. Support and/or provide appropriate health and safety training for all employees Support department policy regarding the requirement that all contractors provide proof of WSIB coverage and proof of insurance Provide a report, as required, to be filled out after every incident/accident or damage to employees, residents, visitors and submit a copy to the Director, Property Services Wear appropriate safety equipment when carrying out responsibilities and demonstrate safe work habits at all times. Other responsibilities as assigned

LEADERSHIP RESPONSIBILITIES

Follow all policies and procedures of the department and the organization. Liaise with Managers from other departments on regular basis. Provide information to assist in the maintenance of an up-to-date list of qualified contractors and trades people Document any significant problems, events, changes, etc. that management should be informed of or which may require evidence or an audit trail at some future date. Actively participate in departmental and interdepartmental meetings and partake in meeting chairing and minute taking rotations as required. Participate in and represent the department and/or organization at external committees and forums if required. Participate in internal committees and/or activities relating to the organization (e.g. joint staff, annual general meeting, other social recreational events, etc.) as required. Contribute information as required for organizational Quality Assurance deliverables. Support Manager, Procurement and Contracts in managing capital projects from a building level perspective, including: conduct on-site assessments of capital needs and provide input on projects based on unit and site inspections participate in the execution of capital projects which may include attending execution meetings with contractors, overseeing site preparation, arranging for preparation and posting of notices, arranging contractor access, interacting with building support team to ensure tenant awareness and safety, and addressing and/or escalating on-site issues that may arise during construction. provide information to update asset management software as required For any assigned, non-owned properties, work with support department to develop and manage productive and cost-effective relationships with private landlords; provide technical expertise and advice to support team on maintenance related issues; review quotes for rollover renovations and/or damage repairs. Provide reliable, accurate and timely information to keep the Director, Property Services, up to date. Participate in regular supervisory sessions with the Director, Property Services. Set goals, prioritize tasks and carry out responsibilities to achieve quality results. Demonstrate commitment to ongoing personal and professional development. Identify and make recommendations for improvement of department functioning and offer solutions to problems. Perform other duties as assigned by the Director, Property Services.

COMPETENCIES

TECHNICAL COMPETENCIES

Post-secondary degree / diploma preferably in Property Management or related field. A minimum of 5 years' experience in property management in a residential setting; non-profit housing experience is an asset. A minimum 5 years' experience in managing, supervising, directing and evaluating staff, ideally within a unionized setting Solid understanding of building systems and operations, including knowledge of repair methods, materials and technology, cleaning, building life cycle management and capital planning and capital project execution. Experience in the procurement process including identifying vendors, securing quotes, and overall vendor management Demonstrated leadership skills and the ability to manage small construction and other projects from inception to completion. Financial management, and budgeting experience. Proficient in using Microsoft Office programs (Outlook, Word, Excel) and experience working with property management software (i.e Yardi Voyageur or similar) Strong understanding of and compliance with legislation and regulation related to maintenance and residential properties including Ontario Fire Code; Ontario Building Code; Occupational Health and Safety Act including Workplace Hazardous Materials Information System and Designated Substance Regulations; Ontario Fire and Building Codes; and all applicable City of Toronto By-laws including Building Standards, Municipal Code for Apartment Buildings, RentSafeTO, etc. Knowledgeable about and acts within legislation relevant to social housing sector including Residential Tenancies Act (RTA), Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Mental Health Act, Child & Family Services Act, Personal Health Information Protection Act (PHIPA), Social Housing Reform Act, etc. Must have a reliable car and valid "G" driver's license.

BEHAVIOURAL COMPETENCIES

Ability to work independently and within a team. Consistently demonstrate values that align with Neighbours' mission and purpose including sensitivity to issues related to mental illness, poverty and tenants in supportive housing. Strong integrity, analytical thinking and highly organized with attention to detail and problem solving skills Excellent interpersonal and customer service skills and the ability to communicate effectively, both verbally and in writing with tenants, co-workers, outside agencies and contractors

WORKING CONDITIONS

Exposure to household pests, bodily fluids, individuals experiencing crises, individuals who may be under the influence of substances, cleaning chemicals and some smoking environments. Working hours are 35 hours per week. Work on-call hours, evenings and weekends 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 January 02, 2026.

Job Type: Full-time

Pay: $78,000.00-$85,000.00 per year

Benefits:

Dental care Disability insurance Employee assistance program Extended health care Life insurance Paid time off RRSP match
Work Location: In person