Property Administrator (072219-IPSPA-BAR)

Infinity Property Services an agency of the Métis Nation of Ontario

Internal/External Job Posting
Indeterminate, Full-time Position

Location: Barrie, Ontario
Closes:     July 22, 2019 - 4:30 p.m.
Posting:   072219-IPSPA-BAR

The Métis Nation of Ontario (MNO) is seeking two enthusiastic and qualified team players to serve as Property Administrators (PA) within Infinity Property Services (IPS). These permanent, full-time positions are based in The Métis Nation of Ontario office in Barrie, Ontario with some travel throughout the region. These positions include enrolment in the Registered Retirement Plan and group benefits program after successful completion of three-month probation.

The Property Administrator is a key member of the Infinity Property Services—Metis Nation of Ontario team and provides service, coordination and support within an assigned Property Management Region (PMR). Reporting to General Manager (for now), the PA is responsible for a variety of services related to the operation of residential housing properties in the not-for-profit and market-rent sectors. Duties and responsibilities include, but are not limited to tenant and client relations, vacancy reporting, bank deposits, Accounts Receivable (A/R) reporting, Accounts Payable (A/P) processing, budgeting, supplier invoices, rent roll review and production, communication, and administration functions relating to paralegal services.

In carrying out the following duties, it is expected that the Property Administrator will:

  • Fully understand the significance and fundamental importance of MNO’s Statement of Prime Purpose (SPP) to all MNO’s work, and to the requirements of the position specifically
  • Adhere to MNO Policies and Procedures and MNO’s Financial Policies and Procedures at all times
  • Uphold MNO’s Standards of Professional Conduct at all times
  • Adhere to Privacy Laws and respect confidential information at all times
  • The employee must be cognizant of the Ontario Employment Standards Act, Occupational Health and Safety Act, Workers' Safety and Insurance Board, Ontario Human Rights Code, Canadian Human Rights Act, and other legislative provisions governing the employment relationship between MNO and the employee
  • Ensure that all activities are conducted in accordance with established Métis Nation of Ontario Policies and Procedures and Contribution Agreements (CA)
  • Work in collaboration within the Branch, other MNO branches, MNO leadership, MNO citizens, MNO contractors and consultants on related projects

Reporting to the General Manager, the duties include but are not limited to:

  1. Providing exceptional customer/tenant relations in an assigned Property Management Region (PMR);
  2. Maintaining an average vacancy rate of 5% (or lower) for all clients of Infinity Property Services—Metis Nations of Ontario;
  3. Managing the tenant/client relationship and complaint process, in conjunction with the Property Inspector, to ensure timelines are met and complaints are resolved;
  4. Preparation, processing and payment of purchase orders with invoices;
  5. Day-to-day managing of accounts payable and supplier invoices;
  6. Facilitating tenant application process (I.e. Application Waitlists, Interview, Offer of housing, and Tenant Selection);
  7. Coordinating the issuance of N4 with paralegal services and complete late rent letters;
  8. Conducting rent collection and the follow-up on the collection of rent and arrears;
  9. Coordinating L1 applications (E-File) with paralegal services for any tenant accounts where rent was not paid by deadline of N4 notice. Providing documentation as required;
  10. Coordinating programs inclusive of but not limited to lighting, inspections, leasing/tenant, tenant tours etc.;
  11. Responsibility for the mail-out and administration associated to verification of income (VOI) documents;
  12. Completing annual income reviews; follow up with tenants as necessary for missing documents and updated income verification, complete special income reviews immediately. Data entry as required;
  13. Creating, reviewing and monitoring all unit purchase orders in preparation to occupy units in respective PMR;
  14. Monitoring vendors, vendor performance, vendor contracts and vacant unit work, in preparation to occupy units in respective PMR;
  15. Completing adjustments to accounts for change of rent as required (with approval by General Manager);
  16. Reviewing / producing the monthly rent-roll, arrears reporting, post adjustments and prepaid as per the clients monthly requirement for assigned PMR. Providing reporting as required;
  17. Liaising with client/customer staff, lease administrators and legal/para-legal services to ensure the accuracy of information;
  18. Coordinating tenant document control, act as tenant liaison and provide exceptional communication;
  19. Providing administrative duties including the answering and dispatching of telephone calls, receipt and distribution of mail etc. Upload to software as required;
  20. Responding to requests and calls from residential owners relating to common areas and/or matters;
  21. Assisting the General Manager to coordinate regular meetings and record minutes as required;
  22. Dispatching inspectors, maintenance and security to tenant calls as well as other calls;
  23. Performing other duties and responsibilities as assigned by the General Manager or designate(s);

Minimum Qualifications:

  • College diploma in a related field from a recognized college and 3-5 years of commercial/retail property administration experience, or equivalent combination of education and experience.
  • Property Management Certification.
  • Demonstrated experience in client service; i.e. providing advice and guidance to clients, pre-screening, interviewing, and assessing financial circumstances quickly and accurately.
  • Experience in the management and administration of mixed-use residential rental environment.
  • Proven experience working efficiently and effectively as part of a team, as well as independently.
  • Proven ability to work well under pressure and meet set deadlines while maintaining a high level of accuracy.
  • Familiarity with the Residential Tenancies Act, Housing Services Act, Landlord and Tenant Tribunal, Ontario Rental Housing Tribunal, Ontario Building Codes, and Geared to Income Housing criteria.

Requirements:

  • Advanced knowledge of MS Office (Excel, Word) and a high degree of digital literacy. Willingness and ability to adapt to and learn new software.
  • Excellent communication skills, both written and verbally.
  • Demonstrated problem-solving, time management and analytical skills to prioritize work load pressures and deadlines.
  • Must have a valid Ontario “G” driver’s license.

We thank all applicants for their interest but advise that only those selected for an interview will be contacted. Preference may be given to qualified Métis candidates.

The Métis Nation of Ontario welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Application Instructions

To apply answer the following questions. Questions denoted by a " * " are mandatory requirements and must provide the appropriate response in order to continue to the next stage:

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