About the Job:

The Maintenance & Property Services Coordinator is responsible for coordinating property maintenance activities, tenant services, and administrative functions to ensure efficient building operations and positive tenant experiences. This role combines strategic facilities coordination, administration and tenancy support, serving as a key liaison between tenants, contractors, and internal teams.

Duties and Responsibilities:

Maintenance & Facilities Coordination

• Manage work order system, assign tasks, and follow up on completion
• Schedule Maintenance staff as required
• Manage unit inspection request and reports and follow up as required (transfers, unit standards, move is/outs etc)
• Coordinate preventative maintenance schedules and inspections
• Liaise with contractors and vendors for repairs and services
• Maintain vendor lists (contracts, emergency, and Vendors of Record)
• Track daily maintenance requests, after-hours maintenance calls and follow up as needed
• Support fire safety planning and regulatory documentation

Administrative & Financial Support

• Process vendor invoices and expense claims, tracking budget
• Maintain accurate records in Arcori and other systems
• Prepare reports for management and regulatory bodies as required
• Monitor budgets and track costs of supplies and repairs

Tenant Resource and Guidance

• Act as a resource for tenants, community agencies, ROP and staff
  • Provide guidance to staff, tenants and community on housing and tenancy policies
• Support tenant onboarding, move-ins/outs, and file management

Community Building Engagement

• Provide support and guidance for (building) initiatives
• Support where required with building events and workshops in collaboration with clinical supports and community development
• Support tenant associations, community members, and activities through funding proposals and implementation

Documentation and Reporting

• Assist tenants with completing applications, surveys, and other documentation (if needed)
• Provide summary reports to management
• Document rental payments and provide receipts
• Document as needed within Arcori/CRMS as required
• Preparing monthly reports for management, maintaining communication with the Tenant Housing and Operations Mangers (Capital, ROP and Private) and collaborating with maintenance and Tenant Relations staff on tasks such as tenant move-ins/outs and damage assessments etc
• Perform additional duties as required/delegated by Management

Qualifications:

• Experience working with vulnerable populations

• Experience in residential, or commercial property management is preferred

• Thorough understanding of property management principles

• Knowledge of building codes, zoning regulations, and maintenance standards

• Familiarity with budgeting, forecasting, and financial reporting

• Exceptional organizational and time management abilities

• Ability to prioritize tasks, manage multiple properties, and meet deadlines

• Attention to detail in maintaining property records, and financial documents

• Proven ability to identify and resolve property-related issues promptly

• Creative problem-solving skills to address maintenance issues, tenant complaints, and other challenges

• Strong interpersonal skills

• Capacity to make strategic decisions and manage resources efficiently

• Responsive and proactive approach to addressing concerns and inquiries

• Additional certifications such as Certified Apartment Manager (CAM) or Facilities Management Professional (FMP) could be beneficial

• Strong working knowledge of Microsoft software (e.g. Excel, Word, etc.) and Yardi

• Post-secondary education in Property Management, Business Administration, or related field

• 3–5 years of experience in property administration and/or facilities management

• Knowledge of Residential Tenancies Act and Housing Services Act

• A valid Ontario Class “G” Driver’s license and a vehicle with adequate insurance coverage is required

Working Conditions and Physical Requirements:

• Day shifts (Monday – Friday) with the ability to work excess/overtime hours where required
• Able to work well with internal and external clients/tenants
• Able to sit for prolonged periods of time
• Able to answer and communicate telephone calls and general computer use
• Computer screen use (multiple screens if applicable) for prolonged periods of time
• Able to lift up to 15lbs (product, documents, etc.)
• Vehicle travel to sites for visits

Ship Values:

• Compassion, Hope, Inclusive, Respect, Professional

“SHIP strives to be equitable and inclusive in all that we do. Equity is a core value, and we are committed to providing an inclusive selection process. We encourage applicants from equity deserving communities including women, Black, Indigenous, other racialized groups, 2SLGBTQ+ persons, individuals with disabilities and others who will contribute to and enrich the organization and its values. We are committed to inclusive, barrier-free recruitment, selection processes, and work environments. Please advise the People and Culture Department of any accommodations needed in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code to ensure you have access to a fair and equitable process”.

Monday - Friday | 8:30am - 4:30pm
NON-UNION | 37.5 hours per week