Manager of Housing
Job description
Position Summary:
The Manager of Housing plays a key role in the financial and administrative management of housing services, working closely with a multi-disciplinary team. This position is responsible for day-to-day administration of the Housing and Facilities Department, which includes 5 sites as well as supporting over 30 headlease units. This includes maintaining accurate client and tenant records, managing rent calculations, supporting property management clients, and overseeing the reconciliation and collection of arrears. Additionally, the Manager ensures that all lease agreements, financial documents, and compliance paperwork are completed and filed promptly. A critical aspect of this role involves working with vulnerable tenants in a supportive manner to resolve housing-related issues. Strong attention to detail and the ability to handle multiple administrative tasks are essential for success.
Key Responsibilities
1. Housing Administration
· Maintain client/tenant information and statistics, financial information (rents, arrears), important dates (move in/out, transfer) etc.
· Set up new clients/tenants, signing leases, referral agreements and other documents
· Arrange for rent payment & process, with landlords and finance department
· Calculate rents, manually and using other tools or systems available
· Monitor and manage annual income reviews and the tenant list
· Follow up on housing related issues including liaising with landlords, tenants, community partners, and internal departments
· Function as the landlord agent to follow up on tenant issues and to ensure safety and security of buildings and occupants
· Prepare Landlord and Tenant Board (L.T.B.) notices as needed. Attend L.T.B. hearings as necessary in an informational capacity.
· Preparation and maintenance of financial documents (new units, last month’s rent, notice of rent change forms, financial reporting, etc.)
· Monitor and follow-up on rent and damage arrears
· Perform pre-lease, annual and ongoing unit inspections
· Make recommendations regarding rent supplement agreements as needed
· Oversight and Management of the maintenance team
· Assist in the completion of reporting requirements to funders
· Support and communication with the Board of Directors for each property managed
2. Landlord and Tenant Support
· Assist tenants and clients/landlords/support workers to resolve housing related issues through troubleshooting problems
· Complete move in process from tenant approval to move in
· Work and negotiate with income sources (O.D.S.P./O.W.) about a variety of issues – rent arrears, new tenancies, etc.
· Work collaboratively with all parties to keep tenants housed and use creative approaches to accommodate clients/tenant needs. This may include mobilizing people and working with clients in units to address high priority issues e.g. bedbugs
· Attend case conferences as necessary
3. Documentation
· Ensure all client/tenant documentation is accurately recorded in a timely manner, e.g., Yardi progress notes of client contact, safety reports
· Complete all other required program and agency documentation
· Complete administrative tasks, e.g. expense claims, time sheet
· Manage agreements and documentation related to tenancies
4. Other Activities
· Work in coordination with other support staff in Peterborough to address any identified concerns that may put a person’s housing at risk
· Provide in home education for tenants/clients on identified Health and Safety topics using hands on, client centered approaches and community resources
· Assist clients/tenants with connecting to appropriate supports as required
5. Performance Management and Professional Development
· Participate cooperatively in the agency performance management process/system
· Stay current on relevant legislation and best practices, current research, policies and procedures
· Participate in ongoing professional development and mandatory training
· Actively engage and participate in supervisory process
6. Health and Safety – Worker Responsibilities
· Work in compliance with the Occupational Health and Safety Act, applicable regulations and all organizational health and safety requirements and procedures to ensure the health and safety of tenants/clients, staff/colleagues, volunteers and students
· Actively participate in workplace, departmental and job-specific health and safety orientation, education and training
· Use or wear any equipment, protective devices or clothing required by the employer
· Operate any equipment and work in a way that does not endanger self or any other worker
· Comply with established policies, procedure and work practices regarding health and safety
· Identify and report workplace and job hazards, defects and contraventions of the Act to the supervisor or employer
· Report health and safety problems to the supervisor or employer
· Notify the supervisor if clarification of a policy, procedure or safe work practice is needed
· Use initiative to reduce risk and apply discretion to solve problems, within scope of authority
· Work co-operatively with co-workers, supervisor, Joint Health and Safety Committee members and others
· Report client/tenant safety incidents and suggested improvements to the organization
7. Other Duties as Assigned
· Attend, participate in team/staff meetings, and all-staff meetings as required
· Participate in agency quality improvement activities, e.g. accreditation projects, committee work, special events, etc.
· Participate in quality improvement activities at the team/program level
· Participate in external committees as required
· Duties may change from time to time
Requirements of the Position:
A: Education and Training
A combination of relevant experience and education is required including but not limited to successful completion of post-secondary education in any or a combination of the following fields: Business Administration or Property Management, social health sciences.
We recognize that mandatory training before hire is an asset, however, successful completion of the training applicable to this role shall be requirements for continued employment in this position:
· Health and Safety Training (including but not limited to the following):
o Globally Harmonized System (previously W.H.M.I.S.)
o Infection, Prevention & Control
o Workplace Violence
o Accessibility for Ontarians with Disabilities Act
· Yardi, Rent Café, and Asset Planner
· First Aid/C.P.R.
Assets with regard to this position:
· Experience in the delivery of community support to individuals with mental health, addictions, brain injury and/or dual diagnosis
· Crisis intervention experience
· Teaching experience – guiding, coaching, leading, explaining, demonstrating
B: Related and Relevant Experience
Mandatory experience
· A minimum of three (3) years recent and relevant experience in a position in a not-for-profit agency, or organization responsible for the delivery of housing
· Administrative or bookkeeping experience
· Strong knowledge and skills in the delivery of housing and property management, Residential Tenancies Act, Housing Services Act, Mental Health Act, and relevant legislation
· Demonstrated ability to multi-task, problem-solve complex issues and stay organized in a fast-paced environment with multiple factors
· Demonstrated excellent written and verbal communication skills
· Demonstrated ability to work independently, as well as within a team
· Demonstrated knowledge of computer applications (Microsoft Outlook, Word, Excel, databases)
C: Other
· Valid driver’s license
· Automobile in good repair and insurance coverage as required by agency policy
· Clear police record and clear vulnerable sector screening
· Satisfactory references
· Ability to work remotely, for example from home, as required.
o Requirement to have reliable home internet service and the technology to complete work from a remote location, for example computer/laptop, telephone, etc.
Working Conditions:
· Work directly with individuals living with a number of challenges including but not limited to, serious mental illness and/or dual diagnosis and/or addictions, women fleeing domestic violence and individuals with limited resources
· Work directly with individuals in their home environment.
· Work directly with individuals on communication and managing interpersonal conflict between tenants
· There are multiple competing demands which require time management skills, the ability to be flexible and to prioritize
· Work environment may consist of noise, odours, heat, cold, dirt, oil, chemicals, fumes, severe weather, bodily fluids etc.
· Work in a remote environment, such as a personal home, as required
Job Types: Full-time, Permanent
Pay: $29.17-$34.02 per hour
Expected hours: 37.5 per week
Benefits:
Schedule:
Experience:
Licence/Certification:
Work Location: In person
Application deadline: 2024-09-19
Position Summary:
The Manager of Housing plays a key role in the financial and administrative management of housing services, working closely with a multi-disciplinary team. This position is responsible for day-to-day administration of the Housing and Facilities Department, which includes 5 sites as well as supporting over 30 headlease units. This includes maintaining accurate client and tenant records, managing rent calculations, supporting property management clients, and overseeing the reconciliation and collection of arrears. Additionally, the Manager ensures that all lease agreements, financial documents, and compliance paperwork are completed and filed promptly. A critical aspect of this role involves working with vulnerable tenants in a supportive manner to resolve housing-related issues. Strong attention to detail and the ability to handle multiple administrative tasks are essential for success.
Key Responsibilities
1. Housing Administration
· Maintain client/tenant information and statistics, financial information (rents, arrears), important dates (move in/out, transfer) etc.
· Set up new clients/tenants, signing leases, referral agreements and other documents
· Arrange for rent payment & process, with landlords and finance department
· Calculate rents, manually and using other tools or systems available
· Monitor and manage annual income reviews and the tenant list
· Follow up on housing related issues including liaising with landlords, tenants, community partners, and internal departments
· Function as the landlord agent to follow up on tenant issues and to ensure safety and security of buildings and occupants
· Prepare Landlord and Tenant Board (L.T.B.) notices as needed. Attend L.T.B. hearings as necessary in an informational capacity.
· Preparation and maintenance of financial documents (new units, last month’s rent, notice of rent change forms, financial reporting, etc.)
· Monitor and follow-up on rent and damage arrears
· Perform pre-lease, annual and ongoing unit inspections
· Make recommendations regarding rent supplement agreements as needed
· Oversight and Management of the maintenance team
· Assist in the completion of reporting requirements to funders
· Support and communication with the Board of Directors for each property managed
2. Landlord and Tenant Support
· Assist tenants and clients/landlords/support workers to resolve housing related issues through troubleshooting problems
· Complete move in process from tenant approval to move in
· Work and negotiate with income sources (O.D.S.P./O.W.) about a variety of issues – rent arrears, new tenancies, etc.
· Work collaboratively with all parties to keep tenants housed and use creative approaches to accommodate clients/tenant needs. This may include mobilizing people and working with clients in units to address high priority issues e.g. bedbugs
· Attend case conferences as necessary
3. Documentation
· Ensure all client/tenant documentation is accurately recorded in a timely manner, e.g., Yardi progress notes of client contact, safety reports
· Complete all other required program and agency documentation
· Complete administrative tasks, e.g. expense claims, time sheet
· Manage agreements and documentation related to tenancies
4. Other Activities
· Work in coordination with other support staff in Peterborough to address any identified concerns that may put a person’s housing at risk
· Provide in home education for tenants/clients on identified Health and Safety topics using hands on, client centered approaches and community resources
· Assist clients/tenants with connecting to appropriate supports as required
5. Performance Management and Professional Development
· Participate cooperatively in the agency performance management process/system
· Stay current on relevant legislation and best practices, current research, policies and procedures
· Participate in ongoing professional development and mandatory training
· Actively engage and participate in supervisory process
6. Health and Safety – Worker Responsibilities
· Work in compliance with the Occupational Health and Safety Act, applicable regulations and all organizational health and safety requirements and procedures to ensure the health and safety of tenants/clients, staff/colleagues, volunteers and students
· Actively participate in workplace, departmental and job-specific health and safety orientation, education and training
· Use or wear any equipment, protective devices or clothing required by the employer
· Operate any equipment and work in a way that does not endanger self or any other worker
· Comply with established policies, procedure and work practices regarding health and safety
· Identify and report workplace and job hazards, defects and contraventions of the Act to the supervisor or employer
· Report health and safety problems to the supervisor or employer
· Notify the supervisor if clarification of a policy, procedure or safe work practice is needed
· Use initiative to reduce risk and apply discretion to solve problems, within scope of authority
· Work co-operatively with co-workers, supervisor, Joint Health and Safety Committee members and others
· Report client/tenant safety incidents and suggested improvements to the organization
7. Other Duties as Assigned
· Attend, participate in team/staff meetings, and all-staff meetings as required
· Participate in agency quality improvement activities, e.g. accreditation projects, committee work, special events, etc.
· Participate in quality improvement activities at the team/program level
· Participate in external committees as required
· Duties may change from time to time
Requirements of the Position:
A: Education and Training
A combination of relevant experience and education is required including but not limited to successful completion of post-secondary education in any or a combination of the following fields: Business Administration or Property Management, social health sciences.
We recognize that mandatory training before hire is an asset, however, successful completion of the training applicable to this role shall be requirements for continued employment in this position:
· Health and Safety Training (including but not limited to the following):
o Globally Harmonized System (previously W.H.M.I.S.)
o Infection, Prevention & Control
o Workplace Violence
o Accessibility for Ontarians with Disabilities Act
· Yardi, Rent Café, and Asset Planner
· First Aid/C.P.R.
Assets with regard to this position:
· Experience in the delivery of community support to individuals with mental health, addictions, brain injury and/or dual diagnosis
· Crisis intervention experience
· Teaching experience – guiding, coaching, leading, explaining, demonstrating
B: Related and Relevant Experience
Mandatory experience
· A minimum of three (3) years recent and relevant experience in a position in a not-for-profit agency, or organization responsible for the delivery of housing
· Administrative or bookkeeping experience
· Strong knowledge and skills in the delivery of housing and property management, Residential Tenancies Act, Housing Services Act, Mental Health Act, and relevant legislation
· Demonstrated ability to multi-task, problem-solve complex issues and stay organized in a fast-paced environment with multiple factors
· Demonstrated excellent written and verbal communication skills
· Demonstrated ability to work independently, as well as within a team
· Demonstrated knowledge of computer applications (Microsoft Outlook, Word, Excel, databases)
C: Other
· Valid driver’s license
· Automobile in good repair and insurance coverage as required by agency policy
· Clear police record and clear vulnerable sector screening
· Satisfactory references
· Ability to work remotely, for example from home, as required.
o Requirement to have reliable home internet service and the technology to complete work from a remote location, for example computer/laptop, telephone, etc.
Working Conditions:
· Work directly with individuals living with a number of challenges including but not limited to, serious mental illness and/or dual diagnosis and/or addictions, women fleeing domestic violence and individuals with limited resources
· Work directly with individuals in their home environment.
· Work directly with individuals on communication and managing interpersonal conflict between tenants
· There are multiple competing demands which require time management skills, the ability to be flexible and to prioritize
· Work environment may consist of noise, odours, heat, cold, dirt, oil, chemicals, fumes, severe weather, bodily fluids etc.
· Work in a remote environment, such as a personal home, as required
Job Types: Full-time, Permanent
Pay: $29.17-$34.02 per hour
Expected hours: 37.5 per week
Benefits:
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Administrative experience: 1 year (required)
- Property management: 3 years (preferred)
Licence/Certification:
- Driving Licence (required)
Work Location: In person
Application deadline: 2024-09-19
