At Old Oak:
- We demonstrate integrity in everything we do
- We keep our people, our customers, and our community as our priority
- We are a company where people want to be
What We Offer:
- Certified Great Place to Work®
- Competitive wage structure
- Health and wellness benefits
- A company that gives back to the local community
- Opportunities for subsidized professional development
- Room for future growth and advancement
- A friendly, fun, and safe team-oriented work environment
Role Summary and Purpose
This blended role is responsible for customer service, communication and resident engagement activities, while also overseeing the maintenance, compliance, safety and security for the buildings and grounds in a designated campus. The Assistant Property Manager/Community Manager directly supervises building superintendents, oversees the standard turnover process, and manages external contractor relationships. The incumbent fosters a team-oriented, positive work environment to ensure a high level of customer and employee satisfaction. Duties include completing regular building inspections and reports, supervising staff, and working closely with external contractors to ensure adherence to contract specifications and Old Oak’s policies and procedures.
Responsibilities
Building Maintenance and Compliance
- Complete weekly, monthly and annual building walks and checklists as outlined in Old Oak SOP’s.
- Review and sign off on daily, weekly and monthly inspections that have been completed by site maintenance technicians per monthly calendar.
- Oversee turnover processes for standard turns, adhering to the timing and standards outlined the Turnover SOP.
- Act as the health and safety site representative; oversee training and participate in monthly H&S walks at all sites.
- Review, assign, re-assign, and close work orders as appropriate to ensure timely completion of resident maintenance requests and common area maintenance.
- Provide recommendations for changes or enhancements to preventative maintenance contracts to Operations Manager.
Tenant Relationships & Information Management
- Maintain strong relationships with tenants to reflect superior customer service.
- Ensure prompt service to tenants and prospective tenants.
- Plan and lead delivery of resident engagement events, executing a minimum of 8 events per calendar year (examples: summer BBQs, holiday gatherings, Easter egg hunts, Valentine’s Day-themed events, colouring contests, etc.).
- Reasonably enforce the landlord’s rules and regulations.
- Promote tenant retention by communicating effectively with existing residents and ensure, in close cooperation within the property management team, that resident issues are dealt with.
- Maintain the privacy and confidentiality of all resident information.
- Keep Property Manager informed about any significant expense requirements that will impact monthly budgets and provide input into monthly variance reporting as applicable.
- Ensure the unit make-ready process is complete and unit is ready for occupancy.
- Administer maintenance operations to ensure timely completion of work orders and accuracy of Yardi work order system.
- Ensure requested work is completed to Old Oak standards, prior to invoice approval.
- Ensure that all urgent repairs or hazards are promptly resolved.
Leadership & Coaching
- Oversee maintenance expenditures to ensure that site and/or centralized maintenance resources are being utilized effectively before contacting a contractor.
- Work closely with Centralized Maintenance Lead Hand to ensure that Preventative Maintenance contractors are adhering to the scope of the contract (frequency of inspections, maintenance and upkeep of equipment per contract specifications).
- Lead, supervise, and support the superintendents with a collaborative approach to ensure team cohesion, effectiveness, engagement, and communication.
- Monitor cleaning standards for campus through daily inspections to ensure they meet Old Oak standards.
- Establish, maintain, and promote excellent relations with all internal and external customers (residents and Old Oak employees), contractors and trades.
- Embody the Old Oak Vision and Values in every action.
Administration
- Coordinate the move-in and move-out process, including scheduling required inspections and contractors (pre-vacate, vacate and move-in inspections) with the resident and the Building Superintendent, manage elevator bookings, etc.
- Ensure the unit make-ready process is complete and the unit is ready for occupancy.
- Work directly work Old Oak’s leasing team to ensure the presentation of units adheres to Old Oak standards.
- Ensure requested Centralized maintenance technician and contractor work is completed to Old Oak standards, prior to invoice approval.
- Ensure parking enforcement is properly maintained.
- Ensure any incident and accident reports are properly completed and promptly sent to Assistant Property Manager for record keeping.
- Follow Health & Safety guidelines including WHMIS.
- Maintain a positive relationship with co-workers, contractors and tenants.
- Other duties as required.
Qualifications
- Property Management designation preferred.
- Minimum 2 years’ experience in Property Management.
- 2 years’ previous work experience managing a team.
- Previous YARDI experience considered an asset.
- Demonstrates a strong desire for continuous learning and professional growth within the role.
- Exhibits a customer-focused mindset and commitment to service excellence.
- Displays patience and active listening skills in interactions with others.
- Takes initiative and demonstrates a proactive approach to work.
- Maintains resilience and professionalism under pressure.
- Consistently adheres to organizational policies, procedures, and safety regulations.
- Applies sound judgment and effective decision-making in a variety of situations.
- Demonstrates strong planning, organizational, and time management skills.
- Exhibits a high level of accuracy and attention to detail.
Working Hours: Standard full-time hours will cover any of the shifts below, with the expected commitment of 37.5–44 hours per week, not to exceed 48 hours. Monday – Friday, 8:00 a.m. – 4:30 p.m. Please note hours and days of work may be adjusted as required.
Here at Old Oak, we are a quickly growing company and are excited to maintain the right staff. As such, we offer a very competitive compensation package to attract and maintain the best people. Old Oak is thankful to all who apply, however, only those who are qualified will be contacted for an interview.
Old Oak is an Equal Opportunity Workplace committed to fostering a safe, healthy, and inclusive work environment. We are committed to providing a fully accessible recruitment process. Accommodations are available upon request.
Job Type: Full-time
Pay: $55,000.00-$61,000.00 per year
Experience:
- Property management: 2 years (required)
- Team management: 2 years (required)
Work Location: In person
