Manager, Property Services

Job title:

Manager, Property Services

Company

Youth Services Jeunesse

Job description

Location: 2675 Queensview Drive, Ottawa, OntarioReports to: Director of FinanceEmployment Status: Permanent, Full-timeBargaining Unit Status: ExcludedAnnual Salary: $74,505.60 – $89,523.20Language requirement: English is essential. French is an assetClosing date: March 16, 2025Schedule: in office, Monday to Friday (40 hours per week)Competition #: 25-026Posted: Internally/ExternallyAbout us:Founded in 1960, the Youth Services Bureau of Ottawa (YSB) is one of the largest and most comprehensive non-profit agencies in Ottawa and a registered charity. It provides mental health services, employment programs, emergency shelter, community, health and housing services, and justice programs to youth in the Ottawa area, serving between 2,500 and 3,000 at-risk individuals aged 12+ and their families every month. YSB employs 350 caring professionals in a unionized environment in over 26 locations across Ottawa.The Manager of Property Services is responsible for the overall property management services of YSB’s owned and operated properties. This includes the development, planning, implementation and evaluation of all properties, and well as monitoring the fiscal performance of the properties. This position will report to the Director of Finance.What you will do:Facility Operations and Maintenance

• Ensures the overall maintenance of YSB owned and operated properties in consultation with the Director including; long range preventative maintenance, corrective maintenance and service contracts, including contracting for after hours emergency maintenance services
• Conduct annual planning and evaluation of the physical structures building component life cycle; capital reserve planning, and mechanical and electrical systems of all buildings
• Manage maintenance schedules, repairs, and inspections to ensure equipment, systems and physical infrastructure are in good working condition
• Ensures that all required permits and licenses are obtained and up to date
• Maintain an accurate and up to date database/system of records and inventory for property management services including the development of a preventative maintenance plan

Apartment Buildings and Tenant Interaction

• Conduct regular property inspections and visitations with tenants
• Provide prompt, professional response and follow through regarding tenant inquiries, problems and complaints
• Coordinate move-in for new tenants and move-out inspections for tenants vacating their space
• Oversee rentals and fiscal operations of residential facilities

Manage business and financial activity

• Identify and manage relationships with third-party vendors and contractors, such as cleaning services, security, landscaping, HVAC, electrical, plumbing
• Negotiate contracts, service agreements, and monitor vendor performance to ensure quality of services and value for money
• Ensure all contracts are developed following YSB’s procurement policies and guidelines.
• Develop and manage the facilities budget, ensuring that spending aligns with organization priorities and cost effectiveness and efficiency
• Identify opportunities for costs reduction and implement energy-saving initiatives, waste reduction programs, and resource optimization strategies
• Provide monthly reports to Managers on facility performance, budget status and ongoing projects

Staff supervision

• Manage the performance of the maintenance staff including developing operational plans, establishing objectives and priorities, establishing procedures and performance standards, and evaluating performance in consultation with the Director of Finance.
• Promote opportunities for training and professional development, including cross-training
• Plan and monitor the maintenance staff work schedules, and covers for staff absences, when required
• Ensure that maintenance staff follow safe work practices as established by the organization
• Trains, advises and supports new employees or colleagues on property management

Other responsibilities

• Develop and enforce workplace health and safety procedures, including emergency response plans, evacuation drills and employee training programs
• Ensure compliance with building codes, health regulations, and environmental guidelines including fire safety, emergency procedures, and Occupational Health and Safety standards
• Regularly conduct safety audits and risk assessments to proactively address facility related issues
• Coordinate responses to facility-related emergencies (power outages, flooding, fire, security breaches) ensuring minimal disruption to business operations
• Maintain emergency supplies and manage the continuity of operations in the event of a facility issue
• Any other duties as assigned

Disclaimer: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to performWhat we offer:

• An opportunity to join a vibrant team and be part of truly meaningful and rewarding work;
• 15 days of annual vacation + 1 personal day;
• 100% YSB-paid group health benefits for eligible employees.
• A team where you get to be yourself everyday and where you have the freedom to innovate.

This opportunity may be right for you if you have:Education:

• Degree in business administration, facility, property or project management is an asset

Experience:

• At least 3 years’ experience in property management, building maintenance and supervising maintenance staff
• Experience in a not-for-profit or social housing environment is an asset
• Knowledge of government housing programs and related legislation such as the Tenant Protection Act, Ontario Fire Code, Occupational Health and Safety, regulations for hazardous maternal control, and Ontario Building Code is an asset
• Demonstrated budget management and project management skills
• Ability to exercise patience, tact, diplomacy and discretion
• Strong commitment to customer service
• Experience guiding restoration work to remedy damages incurred by floods, fires, vandalism, etc
• Effective time management skills to prioritize workload and complete projects in a timely manner
• Act autonomously and with independence to make day-today operational decisions, operating within the context of policy and accepted professional standards
• Excellent organization, administrative and written oral communication skills
• Valid driver’s license and access to a vehicle is required
• Oral and written fluency in English essential; Fluency in French will be considered an asset

Technical:

• Microsoft Office (Word, Outlook, Excel)

Materials Utilized:

• PC based-computer software and systems
• Printers, telephone, photocopier and other office related equipment
• Voice mail, e-mail
• Tools

Supervises: Maintenance Staff (4)Internal Contacts: YSB staff, apartment tenantsExternal Contacts:

• Vendors and contractors
• Landlords
• Third party property management
• Insurance

Physical / Mental Demands and Working Conditions

• Uses keyboards, mouse, computers/tablet and other technology devices
• Operates equipment and uses tools
• Lifts, pushes, pulls and exerts force related to using, carrying/moving equipment, materials and tools
• Required to climb ladders and works in confined and awkward spaces
• Concentration and visual effort during text/data/graphic input, cross checks of information and confirming accuracy
• Personal protective equipment required on construction sites

Join us!If you think this vacancy is a good fit, we would love to hear from you. Please to submit your resume and one-page cover letter. Don’t just tell us what we want to hear, tell us your story and why you would make a great addition to our team.We know applying to a job takes time and thank all candidates for their interest. While we are not able to get back to every candidate, we will ensure shortlisted applicants are aware of their status and will do our best to provide feedback if that can be helpful.At YSB, we are committed to building a workforce that reflects the diversity of our community. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from the LGBTQ community and/or people with intersectional identities. Accommodation will be made available for applicants with a disability throughout the hiring process, kindly make your needs known in advance.All interested candidates are encouraged to apply. In the event a qualified candidate is not found, candidates that do not meet the qualifications indicated on the posting may be considered. Qualified candidates may be contacted at any time throughout the application window, upon the closing date.

Expected salary

$74505.6 – 89523.2 per year

Location

Ottawa, ON

Job date

Sat, 22 Feb 2025 02:06:24 GMT

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