Property Management Coordinator

at  Canadian Mental Health Association Huron Perth Addiction and Mental Health

The Canadian Mental Health Association, Huron Perth, Addictions and Mental Health Services provides community based mental health and addiction services to the communities of Huron and Perth. Services include, but are not limited to, mental health and addiction case management, counselling, peer support, housing, and court support/release from custody.

POSTION SUMMARY

Reporting to the Manager, Housing Programs, the Property Management Coordinator will work to provide oversight to all agency owned properties and agency sublet agreements. The primary responsibilities of this role include proactive assistance in managing tenant account receivables, supporting financial reporting, calculating rent, preparing and oversight of maintenance requests and meeting tenant expectations in a positive, professional manner.

QUALIFICATIONS

EDUCATION: Post-secondary education in property management and/or related field.
RELATED EXPERIENCE: Two (2) to three (3) years recent and relevant experience in a coordination capacity in an organization that is responsible for the delivery of not-for-profit and supportive housing. Knowledge of serious mental illness and addiction, including engagement modalities, gained by experience working with this population is highly desirable. Experience in not-for-profit housing setting is an asset.
KNOWLEDGE AND SKILLS: Property Management Coordination in a non-profit setting. Knowledge of the “Housing Services Act”, mental health and addictions trends in the provision of support services to people with such illnesses, including their impact upon social determinants of health is an asset. Demonstrated knowledge of the principles and techniques of property management. Other necessary skills include being a team player, a sound decision-maker and problem solver, good communicator skills with honed analytical skills. In addition, the incumbent must demonstrate integrity and ethical behaviour, possess good coping skills, be flexible and show commitment to the work.

• In collaboration with the Manager, Housing Programs address difficult client situations.
• Prepare and issue legal notices and work with tenants to resolve rent arrears, damages, behavioural concerns.
• Attend the landlord and tenant tribunals as required.
• Assist the Manager, Housing Programs and the Manager of Finance, Data and Performance with budgeting and reporting on housing programs.
• Develop and maintain systems for annual income verification, issuing rental increase notices and calculating rent [e.g. Rent-Geared to-Income (“RGI”)]
• In collaboration with the Maintenance Contractor, develop and maintain systems for scheduling property maintenance and conduct inspections as required by the “Residential Tenancies Act” (RTA).
• Ensure all agency owned properties meet the standards required by law, RTA, municipal legislation, Fire Code, Building Code and Occupational Health and Safety Act.
• Work with the Maintenance Contractor to ensure timely responses to tenant maintenance requests and ensure updates are recorded within the client documentation system (EMHware).
• Respond to tenant behavioural escalations in a timely, proactive and professional manner, as directed by the Manager of Housing.
• Complete regular property inspections and coordinate maintenance and repairs as needed, within budget.
• In collaboration with the Manager, Housing Programs support tenant onboarding, move in/ move out process.
• In collaboration with administrative support, ensure that rent ledgers, utility payments, maintenance requests and asset tracking are documented in EMHware.
• Complete all monthly reports for submission to the Manager, Housing Programs.
• Assist in the preparation and presentation of property reports.
• In collaboration with the Manager, Housing Programs and Manager of Finance, Data and Reporting assist in preparation of annual operating and maintenance budget, including reforecasting.
• Assist with drafting and implementing processes for housing programs (e. g. Tenant Engagement handbook) and identifying industry best practices.
• Support property insurance reporting and administration.
• Assist tenants with responses to lease enquires.
• Establish good working relationships with internal and external contacts such as tenants, contractors, clients and colleagues.
• Assist in the allocation of resources to ensure property is managed in a proactive manner, including coordinating external services and procuring services as required in accordance with policies and procedures.
• Provide on-call and after-hours support per the agency on-call rotation/schedule.