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Coordinator, Property Operations


Overview

Under the leadership of the Director, Property Operations, the Coordinator will be responsible for the maintenance and adherence of all building operations for the Canadian multi-family asset management portfolios.  This role will also be responsible for the creation of databases associated with building documentation and the coordination of deficiencies identified through various building audits.   

Application

Qualified candidates can submit their resume to hr@wposborne.com

Duties and Responsibilities

Building Tours / Property Audits / Quality Control

  • Establish and maintain a tracking system of audits across the portfolio in collaboration with Residential Operations/Asset Management to ensure all buildings have been toured at least once semi-annually.
  • Participate in building audits as required.
  • Track and report on all operational deficiencies across the entire portfolio.
  • Assign appropriate timeframes to address deficiencies identified.

Tenant Notice Management

  • Coordinate the creation of all tenant communications.
  • Coordinate the dissemination of approved notices.
  • Establish a library of standardized notices by the different scenarios and PMCs.

Operations File Management & Monitoring

  • Contract Management
    • Ensure all contracts pertaining to the buildings are uploaded to a centralized location. 
    • Establish a checklist of all related contracts per building and ensure that the appropriate contracts are in place by property.
    • Monitor and govern to ensure invoices are not submitted for expired contracts.
    • Ensure insurance certificates related to various services are valid at all times.
    • Create a summary report on missing contract-related information for review by management.
  • Parking Program
    • Periodically audit the assignment of parking spaces tagged to the relevant tenant.
  • Waste Management
    • Ensure the tracking of waste weights are identified and reported by the PMCs on a weekly basis.
    • Create a waste management tracking system.
  • Incident Reporting
    • Ensure all incidents (excluding insurance claims) are reported using. FileVine, tracked to completion, and reported to management on a regular basis.
    • Support the legal team with any data required pertaining to claims.
    • Summarize and report highlights of buildings with incident frequency to establish possible risk liability.
  • Tenant Maintenance Reporting
    • Ensure all maintenance requests are tracked and closed off in a timely manner.
    • Collaborate with Analytics and Budgeting team from a reporting standpoint.

Operational Standards

  • Track portfolios to ensure all buildings have an Operations Manual and an Emergency Response Plan.

Regulatory Life Safety and other Governmental Compliance

  • Monitor PMC tracking sheets to ensure all certifications required to operate the building are valid, related to fire safety, insurance, TSSA (technical standards), compliance to various designated surveys.
  • Create and implement a central repository to house all certificates and ease of search when needed.

 

Requirements
  • Post-secondary diploma 
  • +2 years experience in a related field
  • Working knowledge of Yardi an asset
  • Excellent time-management, prioritizing, and multi-tasking skills
  • Excellent oral and written communication skills
  • Attention to detail 
  • Analytical and problem-solving skills
  • Interpersonal skills, work well with others
Location

Head office

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