Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #30967: Operations Coordinator
• Union: Non-Union
• Job Description ID #: 7805
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on April 9th, 2025.
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

CityHousing Hamilton, the third largest social housing provider in the Province of Ontario, provides affordable rental housing for the citizens of Hamilton. In support of CityHousing Hamilton’s mission statement which is: “We provide affordable housing that is safe, well-maintained, cost effective and supports the diverse needs of our many communities.”
We are looking for a high performing Property Management professional that can demonstrate a proven record of quality assurance, leadership, customer focus, relationship building, self-motivation and commitment to achieving results and continuous improvement.
Reporting to the Chief Operating Officer, the Coordinator, Operations – CHH will be responsible to act as a team lead to the Operations team that oversees all operations and staff pertaining to the CityHousing Hamilton portfolio that manages the effective delivery of property management services and operations. This includes property and building administration and management, maintenance and the collection of rental income of a portfolio rent-geared-to-income and market-rent apartments, townhouses, single family dwelling and commercial units owned by CityHousing Hamilton.
This position will support the Chief Operating Officer and sections that report into that position as the principal lead and resource to ensure that the sections of the Operations Team remain in compliance with its obligations under various legislative requirements and will support the team’s engagement in continuous improvement activities and Property Management “best practices”.

QUALIFICATIONS

1. University degree or college diploma or certificate in property management (i.e. IHM, CPM, ACMO, ARM, REIC) or related field combined with several years of relevant property management experience or an equivalent combination of education, qualifications and relevant work experience.
2. Advanced knowledge of maintenance and property and building administration of residential properties, Residential Tenancies Act 2006, Housing Services Act 2011, standard lease agreements, Ontario Fire Code and the Occupational Health and Safety Act, Building Codes, normally acquired through the completion of relevant courses and relevant work experience.
3. Proven demonstrated knowledge and experience with Procurement processes, practices and principles. Previous experience developing and preparing RFQs.
4. Proven ability to foster staff, work teams and organizational development. Demonstrated record or strong leadership, guidance and customer focus, innovation/creativity, team advocacy, staff delegation, empowerment, staff development and results orientation. Previous leadership or management experience an asset.
5. Demonstrated thorough knowledge of the Residential Tenancies Act, Housing Services Act, property management/standards and any other applicable legislation governing Social Housing.
6. Exceptional problem-solving, analytical and interpersonal skills with a proven ability to influence, communicate and collaborate effectively with elected officials, representatives of government, management, peers, staff, tenants, the general public and other stakeholders.
7. Proven ability to remain calm and de-escalate situations in emotionally charged circumstances.
8. Demonstrated ability to make critical and timely decisions and use consistent, reasonable judgement while under pressure and during high-risk emergency events and circumstances.
9. Exceptional written and verbal communication, time management and organizational skills.
10. Demonstrated ability to challenge, lead and inspire others to excel in a fast-paced and high-pressure environment.
11. Highly developed ability to support, communicate with and effectively address tenants’ matters, issues and concerns.
12. Working knowledge of factors related to the building trades – i.e. painting, plumbing, electrical, carpentry, concrete, landscaping etc. Familiarity with how to work with consultants and prepare specifications for work related to these trades.
13. Proven ability to schedule, track and prioritize tasks and projects.
14. Working knowledge of computer software applications (Microsoft Office, Word, Excel, Northgate, Asset Planner and database software).
15. Demonstrated knowledge of the Health and Safety Act and applicable regulations as it relates to the position.
16. Must possess a Class “G” driver’s license. Provision of a car by the individual for use on the job.

Contributes to organizational effectiveness through individual performance assessment of property management practices. Provides coaching, mentorship and support to the Operations staff who oversee the administration, management and maintenance of 7000+ units of rent-geared-to-income and market-rent apartments, townhouses, single family dwelling and commercial units owned by CityHousing Hamilton. Promotes teamwork, functions as a mentor to staff, motivates, coaches and provides guidance on Property Management related issues.
Under the direction and guidance of the Operations Manager, onboards and trains new Operations staff ensuring consistency in policies and procedures across 13 portfolios.
Oversees the screening, interviewing and hiring of Building Attendants to ensure consistency of process and procedures across all portfolios and roughly 65 Building Attendant positions.
Performs quality assurance and compliance check activities across portfolios to ensure compliance with legislation and associated regulations, such as the Housing Services Act, 2011, Residential Tenancies Act, 2006, Ontario Building Code, Fire Code, Occupational Health and Safety Act, Building Codes, Ontario Human Rights Code, Ontarians Disability Act, Employment Standards Act, Privacy and Confidential Act.
Supports the Operations Managers with timely investigation, response and resolution to inquiries and complaints that have escalated above the Property Managers from City Council, Hamilton residents, contractors, vendors, other City Departments and community housing stakeholders pertaining to various housing issues.
Researches, writes and prepares Requests for Quotes (RFQ) documents, in accordance with relevant procurement policies and procedures, for work between $10 000.00 and $99 999.99. Works closely with relevant staff from City of Hamilton Procurement section to ensure compliance with proper policy and procedure. Manages awarding of RFQs, provides support to the Property Managers with implementation and inspection of work done through the RFQ process and ensures all contractual obligations have been met and satisfied prior to recommending that the Operations Manager advance payments.
Participates as a member of the evaluation team for Request for Tenders (RFT)/Requests for Quotes (RFQ) for Service Contracts that are tendered by the Strategy & Quality Improvement Team at CityHousing Hamilton and range in dollar value from $10 000.00 to in excess of $1M.
Provides operational coordination, guidance and support to the Operations Division with implementation of new Service Contracts.
Provides operational coordination and leadership of onboarding and transitioning new buildings into the Operations portfolio.
Provides support to the Operations Manager with the annual review and implementation of the Fire Safety Program at CityHousing Hamilton through the monitoring of annual Property Manager and Building Attendants review and sign off of Fire Safety Plans, updating and preparing the annual Fire Log Books for the Property Manager team, and performing on site randomized quality assurance and compliance checks across all of CityHousing Hamilton’s buildings. Acts as the team lead and works in tandem with the Chief Operating Officer to liaise with the Hamilton Fire Department to update the Fire Safety Plans for CityHousing Hamilton’s existing buildings and new builds.
Provides guidance, mentorship and on-site support to the Operations Team regarding response to high level emergencies (i.e. fires, floods, electrical and elevator outages) at CityHousing Hamilton sites including during regular operational hours and after hours as required.
Provides support to the Chief Operating Officer to closely monitor Key Performance Indicators (i.e. arrears, vacancies, budgets, tenant and staff relations, Annual Inspections) for the Operations Team and under direction of the Operations Manager, provides mentorship and tangible support to the staff with completion of KPI related tasks to align with departmental targets.
Represents and acts as the lead for the Operations Division on interdepartmental working groups that focus on continuous improvement of the policies, standard operating procedures and business processes that affect the Operations Section of CityHousing Hamilton.
Acts as lead on special projects for the Operations Division. Develops and monitors project work, plans and schedules through control of project scope, cost, quality and documentation. Liaises with partners, vendors and stakeholders and manages associated risk.
Researches and informs content for communications regarding Operations Division initiatives, processes and procedures.
Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Performs other duties as assigned which are directly related to the responsibilities of the position.