Facilities Administrator Property Services - Parkdale Scattered Homes (YWCA Toronto)

 
Employment Type:                                Full-Time, Permanent
Work Hours:                                          35 hours per week (Monday to Friday)
Salary:                                                    $47,878 annually (L5), plus comprehensive benefits
Location:                                                27 Madison Avenue, Toronto, ON M5R 2S2
Internal Application Deadline:              Wednesday, February 23, 2022
External Application Deadline:             Friday, February 25, 2022

JOIN OUR TEAM
YWCA Toronto strives to uphold anti-discrimination practices and anti-oppression principles to ensure that the rights of all individuals are respected and protected. We work to promote a climate that is welcoming of all women and individuals who identify as Trans, intersex, non-binary, agender, and/or Two-Spirit.  We encourage applications from women and gender diverse people from all races, ethnic origins, religions, abilities and sexual orientations.
 
The Facilities Administrator is responsible for providing administrative support for third party property management properties, which currently include eighty-two (82) buildings containing one hundred and fifty-four (154) units.  Properties are subject to be changed when necessary.
 
ABOUT YWCA TORONTO - PARKDALE SCATTERED HOMES
Parkdale Scattered Homes portfolio offers families a range of permanent and affordable housing options that are owned by Neighborhood Land Trust. These include 154 units of permanent housing within 82 scattered properties. YWCA Toronto has a management agreement to provide Property and Tenancy Services for these scattered homes. Assistance will be available to help tenants maintain their housing, build the skills required to ensure successful tenancies and participate in their community.
 
KEY RESPONSIBILITIES

• Acts as customer service representative for the Property Services department, responding to enquiries from tenants, residents, staff and vendors;
• Maintains a high level of resident, staff and public satisfaction and public relations by communicating with internal and external clients in a timely and professional manner;
• Prepares and sends notices to sites for posting when work is scheduled, such as fire safety and unit inspections;
• Receives all tenant calls and emails and ensures prompt follow up and communication along with keeping track of the work orders from the time received to time they are completed and closed;
• Provides administrative support to the Director and  Facilities Manager;
• Processes all invoices for the property services department, including inputting into GP Dynamics;
• Participates in quarterly budget reviews,  assists with  variance analysis and resolving discrepancies;
• Prepares journal entries for approval of the Facilities Manager;
• Responds to concerns from tenants informally and formally and documents complaints and actions taken;
• Co-ordinates office equipment maintenance, repairs, inventory and purchasing for Property Services with approval from the Manager.

QUALIFICATIONS

• Knowledge of office administration normally acquired through the completion of a community college diploma (Cases for Equivalency will be considered);
• 3 to 5 years directly related work experience;
• Experience in a non-profit or social housing environment;
• Knowledge of property or facilities management principles;
• Advanced computer competence in word processing, excel spreadsheets and accounting software (GP dynamics & FRX preferred);
• Sound mathematical skills;
• Superior accuracy and attention to detail;
• Ability to adapt to and learn emerging technologies;
• Knowledge of property management software;
• Excellent organizational, administrative and written and oral communications skills;
• Must be able to work in a multi-task, deadline oriented environment;
• Ability to interact with a range of people within a multicultural environment;
• Excellent customer service and interpersonal skills with demonstrated tact and diplomacy;
• Effective time management skills to prioritize workload and complete work in a timely manner.

In accordance with YWCA Toronto’s COVID-19 Vaccination Policy, all YWCA Toronto employees are required to be fully vaccinated with a COVID-19 vaccination series by October 30, 2021. As a condition of hire, new staff will be required to submit proof of vaccination prior to their first day of work.  The YWCA will consider written requests for accommodation under the Human Rights Code on a case by case basis and will accommodate those individuals who are legally entitled to accommodation.
 
HOW TO APPLY
Please submit your cover letter and résumé to Arshmanie Ramkissoon, Director of Property Services and Asset Management at propertyservicesjobs@ywcatoronto.org. Please quote JOB ID number PROP0641 and your name in the subject line.
 
Please note: A vulnerable sector police reference check is required by the successful candidate prior to hiring. YWCA Toronto is a unionized workplace. Staff are represented by CUPE Local 2189. This position is within the Bargaining Unit. Please indicate on your cover letter and your email subject line, if you are an internal candidate. For internal applicants, this position is not secondable.
 
YWCA Toronto promotes the principles of anti-oppression and adheres to the tenets of the Ontario Human Rights Code. We encourage applications from women and gender diverse people of all races, ethnic origins, religions, abilities and sexual orientations. 
 
YWCA Toronto provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted, please advise us if you require any accommodation. While we thank all candidates for their interest, only those selected for an interview will be contacted.