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About the Role

The Coordinator plays a crucial role in the Property Services department, ensuring efficient and effective operations by coordinating staff and external contractors for property maintenance and supporting overall management. This position involves administrative duties, managing work orders, prioritizing emergency dispatches, arranging contractors, and processing financial transactions using Yardi Voyageur software. The role requires strong problem-solving and communication skills, with a blend of office and field work, and includes on-call responsibilities outside regular hours.

Responsibilities

Receive and process work order requests through various channels, confirming receipt with tenants.
Create and assess work orders in Yardi, prioritizing and organizing responses for emergencies.
Prepare and post notices to residents and tenants as required.
Notify Manager, obtain quotes, select trades, create purchase orders, and coordinate work with external contractors for non-staffed maintenance tasks.
Follow up with contractors and field teams to ensure timely response and quality of work, and ensure prompt invoice submission.
Assist in determining needs for preventative maintenance, cleaning, and pest control, coordinating contractors and follow-up.
Monitor the Yardi Work Order Dispatch Board, assign unassigned orders, and provide status updates.
Monitor and update work order status in Yardi, ensuring completion, detailed notes, and closure.
Follow up with frontline staff on outstanding work orders and update the manager on scheduling issues.
Generate periodic reports on maintenance activities from Yardi.
Ensure staff and contractors adhere to public health protocols.
Assist with cleaning and maintenance supply requests, processing orders, and coordinating delivery.
Arrange and coordinate tasks for preventative maintenance and seasonal procedures.
Arrange bulk garbage removal and cleaning coverage for absent caretakers.
Notify managers of issues requiring resolution, such as access denial or tenant behavior concerns.
Order supplies and equipment, ensuring adequate inventories and control procedures.
Coordinate monthly/annual fire and unit inspections by providing notices and scheduling staff/contractors.
Maintain security systems, including keys and electronic fobs.
Conduct regular inspections for assigned portfolios to assess building conditions and maintenance needs.
Collaborate with other Coordinators and Property Services staff for efficient department operations.
Resolve operational issues collaboratively or escalate to the Manager.
Provide coverage for other Property Services staff during absences.
Liaise with on-call Maintenance Workers and support staff, following up on issues.
Support the Property Services Administrator in maintaining a list of qualified contractors.
Stay knowledgeable about current trends and technologies in property services.
Provide tenants with practical assistance and information on maintenance matters.
Identify and recommend improvements for the Property Services department.
Ensure adherence to all legal requirements and established standards (e.g., fire code, building codes, RentSafeTO).
Train new team members on Neighbours’ processes, procedures, and building systems.
Support scheduling of pest control treatments, creating work orders/purchase orders, and arranging access.
Liaise with the Support Team on unit preparation for pest control.
Review pest control reports and highlight issues.
Collect, code, and process invoices in Yardi, following up with contractors.
Respond to contractor invoicing inquiries and troubleshoot issues.
Liaise with Support Teams to confirm chargebacks to tenants and determine costs.
Support the Property Services Administrator in inventorying supplies and equipment at remote sites.
Maintain files and records.
Prepare incident reports as required.
Compile relevant data and statistics.
Document significant problems, events, or changes for management or audit purposes.
Act within relevant legislation (e.g., OHSA, Ontario Human Rights Code, AODA, RTA).
Adhere to all legal and established standards (e.g., Ontario Fire Code, Ontario Building Code).
Model organizational values, policies, and professional ethics.
Demonstrate support for organizational direction and priorities.
Engage in program and organizational change activities.
Promote a culture of accountability for meeting goals and completing tasks.
Identify and remove barriers to service excellence.
Demonstrate personal commitment to culture and wellness.
Embrace and demonstrate Neighbours values.
Participate in a work culture of positive thinking, initiative, and creativity.
Develop and maintain collaborative working relationships with community agencies and professionals.
Commit to improving professional knowledge to recognize and deal with trends and issues.
Ensure conduct aligns with professional Code of Ethics and Standards of Practice.
Comply with Neighbours’ policies, including client information confidentiality.
Represent the agency positively.
Attend supervision meetings for work expectation review and performance evaluation.

Requirements

Post-secondary education or commensurate experience.
2-3 years’ experience in property management.
Property management experience in the social housing sector is preferred.
Experience working with marginalized individuals living with mental illness and/or addictions is an asset.
Valid Driver’s License and reliable vehicle to attend sites when required.
Able to take part in weekly rotation of after-hours coverage (including weekends and holidays).
Successful police record check for Vulnerable Sector is required.
Must be legally entitled to work in the country where the role is located.

Skills

Strong interpersonal skills including a positive attitude and work ethic.
Strong verbal and written communication skills.
Ability to interact effectively with maintenance workers, tenants, other staff, and outside contractors.
Knowledge and experience in property management, leasing, and building maintenance.
Mechanically inclined with basic knowledge of plumbing, carpentry, electrical, and mechanical systems.
Understanding of multi-residential applications.
Strong organizational and computer skills.
Knowledge of accounting processes and procedures.
Accurate data entry and strong attention to detail.
Proficient in MS Office, particularly Excel, Word, and Outlook.
Experience in supervising and dispatching work to maintenance staff via Yardi or similar property management software.
Demonstrated ability to work in a team environment.
High degree of initiative and ability to work independently with given direction.
Knowledgeable about current trends and technologies related to property services.
Ability to identify and make recommendations for improvement.
Ability to ensure adherence to legal requirements and established standards.
Ability to train new team members.
Ability to liaise with the Support Team.
Ability to review reports and highlight issues.
Ability to follow up with contractors and respond to inquiries.
Ability to confirm chargebacks and determine costs.
Ability to maintain files and records.
Ability to prepare incident reports.
Ability to compile data and statistics.
Ability to document significant problems or events.
Ability to act within relevant legislation.
Ability to adhere to legal and established standards.
Ability to model organizational values, policies, and professional ethics.
Ability to demonstrate support for organizational direction.
Ability to engage in change activities.
Ability to promote a culture of accountability.
Ability to identify and remove barriers.
Ability to demonstrate personal commitment to culture and wellness.
Ability to embrace and demonstrate Neighbours values.
Ability to participate in a work culture of positive thinking, initiative, and creativity.
Ability to develop and maintain collaborative working relationships.
Ability to improve professional knowledge.
Ability to ensure conduct aligns with professional Code of Ethics.
Ability to comply with policies.
Ability to represent the agency positively.
Ability to attend supervision meetings.

Location

Office based
Field work

Work Type

Full-time
On-call
Occasional field work
Work on evenings and weekends as required
Travel to and work from other Neighbours locations as required

Experience Level

2-3 years’ experience in property management

Education Level

Post-secondary education or commensurate experience

Salary/Compensations

Hiring Rate: $31.11 per hour

Benefits

Accommodations are available upon request for candidates with disabilities

About the Company

Neighbours Community Homes is seeking to fill an existing vacancy.
Neighbours’ may use AI-based tools to assist in screening and assessing applicants for this position.
Our use of AI does not replace human decision-making.

Equal Opportunity

Accommodations are available upon request for candidates with disabilities who are participating in the recruitment process and for those hired.