Director of Property Management Services
Pacifica Housing - Victoria, BC

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As a non-profit charitable organization, Pacifica Housing’s vision is better lives through affordable homes and community connections. Our mission is to be a leading innovative provider of affordable homes and support services that contribute to the independence of individuals and families.

The Director of Property Management Services is primarily accountable for supporting the Executive Director in ensuring the prudent management of the organization’s housing portfolio assets. The Director is accountable for leading the planning and delivery of property maintenance activities, within budgetary limits and to meet quality standards. As a member of the organization’s Leadership Team, the Director participates in strategic and operational planning decisions.

Primary Objectives:

  • Participate as a key member of the Leadership Team by contributing to strategic and operational planning and in resolving critical operational issues;
  • Lead the development and implementation of property management strategies and daily operational activities including providing leadership to maintenance and tenant relations staff;
  • Provide Property Management, Project Development and related financial/budget expertise for the organization, including Capital Replacement and Operating Budget development and monitoring;
  • Collaborate with the Director of Supported Housing and his/her staff to resolve/manage property maintenance and management issues that impact both departments.

Key Responsibilities:
1. As a member of the organization’s Leadership Team, the position is accountable for:
a) participating in strategic planning processes including establishing priorities and identifying opportunities for asset portfolio development;
b) contributing to operational planning and to resolving critical issues as they arise such as staffing, employee relations and financial management;
c) participating in, and demonstrating an on-going commitment to Leadership Team initiatives;
d) supporting the Executive Director as an expert resource on property management and property development issues.

2. Provides leadership to the property management team:
a) participates in the recruitment and selection process as a subject expert;
b) inspires, motives, coaches and directs team members to create a strong, engaged productive and positive work environment;
c) oversees and participates in daily operational activities to ensure ongoing/preventative, cyclical/annual and corrective maintenance activities are completed to established time-lines and standards;
d) ensures the guidelines, policies and procedures set out in the Operating Agreements with BC Housing are adhered to;
e) oversees the preparation of materials for Residential Tenancy Branch hearings, and participates in hearings as required;
f) ensures staff deliver services in accordance with the Residential Tenancy Act;
g) holds accountability for adherence to safety regulations and standards including training requirements for staff and First Aid certification; immediately reports all safety infractions or injuries to the Joint Occupational Health and Safety Committee (JOSH);
h) shares responsibility for co-chairing the Joint Occupational Safety and Health Committee (JOSH) with the Director of Support Services;
i) pro-actively identifies staffing and employee relations issues and seeks timely resolution, consulting with the Director of Strategic Operations as necessary to ensure consistency with policies and procedures and to seek support as needed;
j) conducts, in close consultation with the Director of Strategic Operations, performance management for the team including identifying learning and development needs/opportunities, support succession planning for the department and enhance staff motivation and retention.

3. Provides financial/budget expertise related to property management and development, in close consultation with the Director of Finance, including Capital Replacement and Operating Budget development and monitoring:
a) prepares individual annual property budgets, in consultation with the Director of Finance, for submission to BC Housing adhering to the manageable/non-manageable costs and baselines mandated by BC Housing;
b) prepares tenders for service contracts and other works based on the dollar values and frequency established in financial policies;
c) approves purchase orders and building and maintenance expenditures (within authority limits); monitors expenditures and addresses variances on a monthly basis;
d) oversees and reviews all maintenance contractor work and ensures that the work has been completed to Pacifica Housing standards prior to submitting request for payment;
e) prepares modernization & improvement, extraordinary and non-recurring expenditure applications for submission to BC Housing;
f) monitors Replacement Reserve expenditures ensuring funding for future replacement is accessible and adequately financed by BC Housing, in collaboration with the Executive Director and Director of Finance.

4. Provides expertise and support to the Executive Director in the development and construction of new projects:
a) acts as expert resource and primary contact for architects, general contractors and others involved in the development of new housing;
b) works with consultants to coordinate documentation relating to construction (i.e. contracts, appraisals, geo-technical reports and architectural plans) as well as operations and maintenance of new buildings post construction;
c) reviews plans/specifications and participates in decisions to ensure site layouts, building designs, building materials, meet the Society’s needs and requirements.

Qualifications (minimum Education and Experience requirements)

Education:

  • Certificate or diploma in property management, social housing management or related field;
  • Training and/or courses in management/leadership;
  • Level 1 First Aid Certification.

Experience:

  • Demonstrated experience and success supervising and leading a team;
  • 5 years in progressively more responsible roles in Property Management preferably in the Not for Profit Housing sector;
  • Experience in negotiations;
  • Proven dispute resolution skills;
  • Considerable contract management experience;
  • Experience developing and managing capital and operating budgets.

Knowledge, Skills & Abilities:

  • Knowledge of applicable by-laws and procedures related to property maintenance and property development;
  • Excellent knowledge of the Residential Tenancy Act;
  • Knowledge of carpentry, plumbing, appliance maintenance and electrical systems;
  • Knowledge of MS Office including Word, Outlook and date base systems;
  • Knowledge of safety standards and procedures related to the field of work;
  • Knowledge of job site First Aid and CPR procedures;
  • Exceptional and proven customer relations skills;
  • Proven communication skills (written and verbal);
  • Knowledge of cost effective measures as it relates to building maintenance.

Note: An equivalent combination of education and experience may be considered.

Additional Criteria for Role:

  • Required to complete a Criminal Record Check;
  • Must have a reliable vehicle;
  • Travel will be required;
  • Must be available to be on call in off hours for emergency call out as well as flexible hours as required.

Competencies:
Core Competency: Caring – Advanced
Core Competency: Creative – Advanced
Core Competency: Responsible – Expert
Role Competency: Leadership – Advanced
Role Competency: Accountability – Expert
Role Competency: Communication – Advanced


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