ABOUT CIVIDA:

At Civida, home is our focus.
Civida is the largest provider of community and affordable housing in Edmonton, managing over 5,300 homes at more than 130 sites across the City of Edmonton. Housing more than 15,000 people, Civida administers rent subsidies for over 3,200 households each month. Collaboration is at the core of Civida’s approach, partnering with the Government of Canada, the Government of Alberta, and the City of Edmonton, as well as social service organizations to create safe, inclusive, and affordable housing environments. Visit civida.ca for more information.

QUALIFICATIONS:

• Completion of high school diploma is required.
• Minimum four (4) years of related experience required, preferably in property management and/or housing industry.
• Equivalency is a diploma with 2 years of related experience.
• Sound knowledge of the Residential Tenancies Act and regulations.
• Understanding of the applicable legislations and regulations including Fire code; building code; City Bylaws.
• Excellent oral, written and interpersonal communication skills.
• Understanding of Contract documents and tender agreements.
• Strong conflict management skills ability to bring to a resolution.
• Strong customer service skills and ability to remain professional and non-judgmental.
• Strong computer skills including Microsoft Office programs and the ability to learn other software systems.
• Prioritization, multi-tasking, and time management skills
• Understanding of residential building maintenance both demand and preventative.
• Ability to keep moderately complex accounting records and prepare standardized reports.
• Ability to make responsible decision in accordance with prescribed policies and regulations
• Ability to maintain effective working relations with the public and other employees.
• A Valid Driver’s License and Drivers Abstract is required. Use of personal vehicles for work purposes is required.

ABOUT THE ROLE:

As an integral member of the on-site District team, is responsible for the day-to-day administrative processes within the property management department and performing unit inspections. The role’s function is to respond to maintenance inquiries and issues, troubleshoot, document information, and coordinate with Contractors, Vendors, Maintenance Technicians and other staff to resolve them.

KEY RESPONSIBILITIES:

• Act on all inquiries from staff, clients and the public and direct, as required.
• Assist with taking and printing project/unit pictures.
• Communicate with tenants regarding maintenance work by creating tenant notices and tenant letters for distribution.
• Order and/or copy all maintenance related forms and letters.
• Review and follow up on Alberta Health Services reports and Bylaw notifications and address accordingly as required by policy.
• Manage high water notifications, liaising with tenants and Maintenance Technician.
• Review and create work orders from security/after-hours reports.
• Provide on-site support including posting notices, key/key fob deliveries etc.
• Support the site team with answering calls and assisting tenants when they come to the office.
• Inspect external sites weekly or more frequently as required completing and assigning any required work and record outcomes.
• Conduct monthly building inspections, including boiler/mechanical rooms, record in building maintenance book, action all deficiencies through work orders that are within the Maintenance Technician’s signing authority and inform property manager of issues identified.
• Create and assign work orders to approved vendors for day-to-day demand maintenance according to prescribed policies and procedures.
• Follow up with vendors and/or Maintenance Technician regarding work schedule and completion of work orders (ie. pest control, appliance delivery, goods removal).
• Maintain understanding of all current contracts relating to approved vendors, scope of work, pricing for the purposes of issuing and assigning maintenance work.
• Provide vendor assistance and support as required.
• Responsible for full cycle pest control monitoring; including creating and issuing work orders to vendors, preparing and following up on pest control letters and addressing issues with non-compliance, liaising with Community Engagement and Compliance Team.
• Enter tenant chargebacks for pest control non-compliance.
• Complete initial full review of tenant history; provide recommendations based on findings to the Property Manager for approval and provide written response to tenants.
• Participate in second appeal reviews with Property Manager.
• Document, attach and upload all information and details of maintenance appeals or disputes in system.
• Respond to complex calls from tenants regarding appeals and disputes on charges and addressing their concerns and informing them of processes and procedures.
• Perform Annual Unit Inspections
• Liaise with tenants on Condition-of-Unit notices and concerns.
• Provide problem solving solutions and resolutions and assist tenants with offers and direction of support and guidance.
• Attend Crime-Free functions and tenant engagement sessions as required.
• Facilitate in vacant portfolio as needed.
• Assist with on-site tasks as they arise, including, storage rooms, intercoms, pests, Site Manager on-site training, tenant concerns.
• Support clean & safe sites by picking up garbage and reporting on-site issues as they arise.
• Support other district teams as required for staffing coverage, training purposes or for large assignments.
• Other related duties as required.
• Respond to tenant phone calls and office visits always ensuring customer focus and professionalism with customers, contractors, stakeholders and co-workers.