Property Services Manager

Neighbours Community Homes; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A non-profit residential management organization in Toronto is seeking a Manager of Property Services to oversee maintenance operations for a portfolio of residential properties. The role includes supervising staff, managing budgets, and ensuring compliance with legislative standards. Ideal candidates should have significant experience in property management and strong leadership skills. The position requires effective collaboration and a commitment to promoting a supportive environment for tenants.

Qualifications

• Minimum 5 years’ experience in property management in a residential setting.
• Experience in managing and supervising staff, ideally in a unionized setting.
• Strong understanding of building systems and operations including repair methods.

Responsibilities

• Oversee maintenance operations for Neighbours residential properties.
• Ensure compliance with legislative requirements and manage budgets.
• Supervise the portfolio team and maintain vendor relationships.

Skills

Leadership

Customer service

Interpersonal communication

Financial management

Analytical thinking

Problem solving

Education

Post-secondary degree/diploma in Property Management or related field

Tools

Microsoft Office (Outlook, Word, Excel)

Yardi Voyageur or similar property management software

Job description

Job Description

The Manager, Property Services (The Manager) is responsible for overseeing the maintenance operations of a portfolio of Neighbours Community Homes (Neighbours) residential properties including upkeep and repairs, preventative maintenance programs, risk management and legislative compliance. This position is responsible for the effective management, supervision and leadership of assigned staff and ensuring that all team members consistently demonstrate respect for tenants who may be living with mental illness, addictions and social isolation and who may come from diverse racial and ethnic backgrounds.

The Manager leads the portfolio team and maintains vendor relationships to ensure the provision of efficient customer service and quality housing environments for tenants. The position is responsible optimizing the use of resources and for ensuring legislative compliance, managing expense budgets, implementing and overseeing processes and procedures, and assessing building upkeep needs and requirements.

The Manager is accountable for the promotion and consistent application of Neighbours policies and practices and the terms of the collective agreement and ensuring that the portfolio team and the other department members adhere to and promote the mission and principles of the organization. The position requires the Manager to work collaboratively and cooperate with all members of the department, the management team and other departments to ensure the effective functioning of the organization.

The Manager is responsible for maintaining an active presence in all properties in the assigned portfolio and, on occasion, be able to work outside regular office hours and be on-call and / or respond to emergencies. The Manager must be capable of handling multiple priorities and adapting to a fluctuating workload and must often operate under time pressure.

Job Requirements

TECHNICAL COMPETENCIES

• Post-secondary degree / diploma preferably in Property Management or relatedfield.
• Aminimumof5years’experienceinpropertymanagementinaresidentialsetting;non-profithousingexperienceis anasset.
• A minimum 5 years’ experience in managing, supervising, directing and evaluating staff, ideally within a unionized setting
• Solid understanding of building systems and operations, including knowledge of repair methods, materials and technology, cleaning, building life cycle management and capital planning and capital projectexecution.
• Experience in the procurement process including identifying vendors, securing quotes, and overall vendor management
• Demonstrated leadership skills and the ability to manage small construction and other projects from inception to completion.
• Financial management, and budgetingexperience.
• Proficient in using Microsoft Office programs (Outlook, Word, Excel) and experience working with property management software (i.e Yardi Voyageur orsimilar)
• Strong understanding of and compliance with legislation and regulation related to maintenance and residential properties including Ontario Fire Code; Ontario Building Code; Occupational Health and Safety Act including Workplace Hazardous Materials Information System and Designated Substance Regulations; Ontario Fire and Building Codes; and all applicable City of Toronto By-laws including Building Standards, Municipal Code for Apartment Buildings, RentSafeTO, etc.
• Knowledgeable about and acts within legislation relevant to social housing sector including Residential Tenancies Act (RTA), Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Mental Health Act, Child & Family Services Act, Personal Health Information Protection Act (PHIPA), Social Housing Reform Act, etc.
• Must have a reliable car and valid “G” driver’s license.

BEHAVIOURAL COMPETENCIES

Ability to work independently and within a team.

Consistently demonstrate values that align with Neighbours’ mission and purpose including sensitivity to issues related to mental illness, poverty and tenants in supportivehousing.

Strong integrity, analytical thinking and highly organized with attention to detail and problem solvingskills

Excellent interpersonal and customer service skills and the ability to communicate effectively, both verbally and in writing with tenants, co-workers, outside agencies and contractors

Job Responsibilities

POSITION RESPONSIBILITIES

OPERATIONAL RESPONSIBILITIES

Portfolio Administration

Maintain all equipment and systems for assigned Neighbours properties including heating, plumbing, electrical, HVAC, life safety, security systems and site amenities in accordance with department procedures and the approved budgets and spending policy.

For all day-to-day maintenance, rollovers and small capital projects, develop scopes of work, obtain quotations, select qualified trades, schedule, oversee and evaluate work and provide feedback / arrange for deficiency repairs.

Oversee preparation of cleaning schedules, annual unit inspections, and applicable preventive maintenance schedules for theportfolio.

Monitorandmaintainqualitystandardsforgeneralrepairsincludingbutnotlimitedtominorelectrical,plumbingand carpentry repairs including painting and drywallrepairs.

Ensure cleanliness of all areas of the assigned buildings in conjunction with the established cleaningprogram;

Assist in the implementation of pest control program andprocedures.

Maintain inventory of maintenance tools, materials and equipment in good working order and accessible to staff; oversee the training of staff in the safe operation anduse.

Prepare portfolio project reports for the Director and / or other departments asrequired.

Provide prompt, professional response to any issues / orders brought forth by municipal or provincial inspectors at assigned properties and keep Directorinformed.

Assist in the development and / or revision of policies and procedures with respect to emerging internal andexternal events, trends andinnovations.

Report to Director, Property Services on issues that have a significant or potential impact on tenants, the department or the organization (i.e. risk management, legal or financial liability, public relations).

Financial

OperateincompliancewithNeighboursFinancePolicy,includingbutnotlimitedto : useofPurchaseOrders,useofYardi Voyager software, adherence to spending authority limits and providing appropriate supporting documentation for all expenditures

Ensure that all invoices for the portfolio are properly documented by Purchase Orders and processed for payment in a timely manner and that day-to-day invoicing issues with contractors are investigated and resolvedpromptly.

Assist in developing and overseeing the annual budget for the department, and making necessary budget and spending adjustments throughout the year asrequired

Ensure that at all times, Neighbours receives good value for money beingexpended

Ensure estimates and / or costs for unit or property damages are assessed, documented and directed to the appropriate staff person for charge back evaluation / processing

Supervision of Maintenance Workers and Caretakers

Hire, train and supervise Coordinator, Maintenance Workers, andCaretakers

Provide leadership and foster good work habits and customer service attitudes among the assigned team by providing regular supervision, evaluations, and ongoing training, mentoring, coaching and education tostaff

Review and approve staff timesheets, expense reports, vacation requests, petty cash disbursements, incident reports, logbooks and other requiredreports

Maintain schedule for Maintenance Workers and Caretakers and ensure that requests for time off are scheduled in accordance with policies and procedures and the collective agreement, with a keen focus on ensuring operational integrity duringabsences

Ensure all work orders are completed in a timely manner and that Yardi procedures and documentation for work completed arefollowed

Conduct regular site visits to evaluate staff performance and engage in regular supervision meetings with all assigned staff to ensure performance goals are beingmet

Provideongoingtrainingofstaffthroughregularteammeetingstodiscussproceduresandprogramsandtoexplain matters of policy and programexecution.

Administer staff discipline through a progressive discipline model and in accordance with the collective agreement; Appear at grievance proceedings whenrequired;

Complete annual performance reviews of staff and prepare individual work plans and set personal development goals forstaff

Ensure that staff and contractors adhere to Health and Safety and public health protocols and procedures;

Program Management / Tenant Support

Ensure Property Services staff consistently provide good customer service and that all tenants receive equitable treatment.

Manage unit rollovers and complete in a timely manner in accordance with department procedures and to meet support team schedule and needs; liaise with intake and support workers onrollovers

Providetenantsandsupportteamwithinformation,educationandpracticalassistanceonPropertyServicesmatters; attend support team or resident meetings asrequired

Participate in residential tenancy procedures as required including reporting, record keeping, and appearing at Landlord Tenant Board ifrequired

If assigned, collaborate with the Support team to monitor and oversee the provision of cleaning and landscaping services with the Supportive Employment program to meet program goals while ensuring an effective level of service and use of supplies

Building Oversight / Preventative and Corrective Maintenance / Life Safety

Perform regular inspections of each assigned property and be familiar with building systems and generalcondition; assess current maintenance issues and determine an appropriate course of action toresolve

Oversee, schedule and monitor tasks within the preventative maintenance plan and confirm that work is performed in accordance with the agreement serviceparameters

Ensure summer and winterization procedures are performed at all assignedproperties

Perform annual unit and common element inspections and providereports.

Ensurethattheweekly,monthlyandannualtestsforFireSafetyEquipment,elevatorsandgeneratorsarecompleted and address all deficiency reportspromptly

Organize annual fire drills for portfolio in accordance with departmentschedule.

Maintain a current contact list and contact procedures for all buildings and for emergency services for the assigned portfolio;

Risk Management

Ensurethatallappropriatelogsandrecordsarekept,includingfiresafetylogs,elevatorinspections,materialsafety data sheets; snow / de-icing log, valve tags, service records, roof anchor information and other records required by Neighbours policy or bylegislation;

Take an active role in identifying and addressing security risks and support the investigation and resolution of securitybreaches

EnsureallemployeesandcontractorsworkinasafemannerandadheretoHealthandSafetyandNeighboursprotocols andprocedures;

Support and / or provide appropriate health and safety training for allemployees

SupportdepartmentpolicyregardingtherequirementthatallcontractorsprovideproofofWSIBcoverageandproof ofinsurance

Provideareport,asrequired,tobefilledoutaftereveryincident / accidentordamagetoemployees,residents,visitors and submit a copy to the Director, Property Services

Wearappropriatesafetyequipmentwhencarryingoutresponsibilitiesanddemonstratesafeworkhabitsatalltimes.

Other responsibilities asassigned

LEADERSHIP RESPONSIBILITIES

Follow all policies and procedures of the department and theorganization.

Liaise with Managers from other departments on regularbasis.

Provide information to assist in the maintenance of an up to date list of qualified contractors and tradespeople

Document any significant problems, events, changes, etc. that management should be informed of or which may require evidence or an audit trail at some futuredate.

Actively participate in departmental and interdepartmental meetings and partake in meeting chairing and minute taking rotations as required.

Participate in and represent the department and / or organization at external committees and forums ifrequired.

Participate in internal committees and / or activities relating to the organization (e.g. joint staff, annual general meeting, other social recreational events, etc.) asrequired.

Contribute information as required for organizational Quality Assurancedeliverables.

Support Manager, Procurement and Contracts in managing capital projects from a building level perspective, including :

conduct on-site assessments of capital needs and provide input on projects based on unit and siteinspections

participate in the execution of capital projects which may include attending execution meetings with contractors, overseeing site preparation, arranging for preparation and posting of notices, arrangingcontractor access, interacting with building support team to ensure tenant awareness and safety, and addressing and / or escalating on-site issues that may arise duringconstruction.

provide information to update asset management software asrequired

For any assigned, non-owned properties, work with support department to develop and manage productive and cost-effective relationships with private landlords; provide technical expertise and advice to support team on maintenance related issues; review quotes for rollover renovations and / or damagerepairs.

Provide reliable, accurate and timely information to keep the Director, Property Services up todate.

Participate in regular supervisory sessions with the Director, Property Services.

Set goals, prioritize tasks and carry out responsibilities to achieve qualityresults.

Demonstrate commitment to ongoing personal and professionaldevelopment.

Identify and make recommendations for improvement of department functioning and offer solutions toproblems.

Perform other duties as assigned by the Director, Property Services.

ORGANIZATIONAL RESPONSIBILITIES

Model organizational values, policies, and professional ethics and demonstrate commitment to the strategic direction.

Demonstrate active support for organizational direction and priorities in ownactions.

Proactively engage in program and organizational change activities asdirected.

Support organizational strategic initiatives and ensure effective implementation of those plans as they relate to Property Services and the Manager’s specificportfolio

Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects / tasks arecompleted.

Identify and remove barriers to serviceexcellence.

Demonstrate personal commitment and culture to wellness.

Embrace and demonstrate Neighbours values in youractions.

Participate in a work culture of positive thinking, initiative andcreativity.

Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal Neighbours committees asrequired.

Ensure that conduct is in accordance with the Code of Ethics and Standards of Practice of the governing body of their profession, and that all applicable legislation is adheredto.

Comply with the policies of the Neighbours including those pertaining to the confidentiality of clientinformation.

Represent the agency in a positive manner with clients, colleagues and the community atlarge.

Attend supervision meetings with the Director Property Services for the purpose of review of work expectations and performance evaluation.

WORKING CONDITIONS

Exposure to household pests, bodily fluids, cleaning chemicals, individuals experiencing crisis, individuals who may be under the influence of substances, and some smoking environments.

Working hours are 35 hours per week. Operate independently and work flexible hours including weekends and evenings as required by operational needs.

Requirement to travel to and work from other Neighbours locations as required.

Special Requirements :

As a condition of employment, a successful police record check is required.

Please apply with a cover letter and resume in one document at Careers@neighbours on or by August 20, 2025.