Assistant Property Administrator

at  Niagara Region

ABOUT US

Serving a diverse urban and rural population of more than 475,000, Niagara Region is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and numerous community partners, the Region delivers a range of high-quality programs and services to support and advance the well-being of individuals, families and communities within its boundaries. Nestled between the great lakes of Erie and Ontario, the Niagara peninsula features some of Canada’s most fertile agricultural land, the majesty of Niagara Falls and communities that are rich in both history and recreational and cultural opportunities. Niagara boasts dynamic modern cities, Canada’s most developed wine industry, a temperate climate, extraordinary theatre, and some of Ontario’s most breathtaking countryside. An international destination with easy access to its binational U.S. neighbour New York State, Niagara attracts over 14 million visitors annually, as well as a steady stream of new residents and businesses.
At Niagara Region, we value diversity - in background and experience. We are proud to be an equal opportunity employer. We aspire to hire and grow a workforce reflective of the diverse community we serve. By doing so, we can deliver better programs and services across Niagara.
We welcome all applicants! For more information about diversity, equity, and inclusion at Niagara Region, Diversity, Equity and Inclusion - Niagara Region, Ontario or email related questions to diversity@niagararegion.ca. To send input on reducing barriers in the current hiring process, please email myhr@niagararegion.ca
For the Region’s full employee equity statement, Working at Niagara Region - Niagara Region, Ontario.

DON’T HAVE EVERY QUALIFICATION?

You may be hesitant to apply if you do not have every qualification listed in the posting. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds and varying levels of experience and education to apply. Our recruiters will evaluate your suitability for the role.
Please note that for unionized roles, we must follow collective agreement requirements. However, we encourage all interested candidates to submit their applications. We believe success in a role can extend beyond meeting every single requirement.

JOB DESCRIPTION

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.

EDUCATION

• 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

KNOWLEDGE

• 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

CONDUCTING (1) ANNUAL UNIT INSPECTIONS AND (2) REGULAR SAFETY INSPECTIONS OF COMMON SPACES, SUCH AS PLAYGROUNDS AND HALLWAYS, TO ENSURE CONFORMITY WITH NRH POLICY AND LEGAL REQUIREMENTS, INCLUDING BUT NOT LIMITED TO: (30% OF TIME)

• 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

SPECIAL REQUIREMENTS

• 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.

• 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