Maintenance Coordinator

Job content

LOWER SIMILKAMEEN
COMMUNITY SERVICES SOCIETY

Job Title: Maintenance Coordinator

This position is not unionized, but aligns with UFCW Benchmark and Wage Grid:

Benchmark: 81503,Residence Coordinator Classification Grid: 35

Immediate Supervisor:LSCSS Executive Director

JOB SUMMARY
Lower Similkameen Community Services Society is a registered charity and non-profit society providing a diversity of community services and affordable housing communities in Keremeos and surrounding areas. Our mission is to promote and provide excellent programs that enhance the quality of life by continuing to improve the social conditions, housing, health and education of our citizens.

At LSCSS the delivery of high-quality and inclusive services to tenants and clients is our priority. We strive to maintain a team and workplace culture that is active, engaged, energetic, diverse, welcoming, and supportive.
Team members take personal accountability for their work and are encouraged to develop their unique strengths and skills.

Maintenance Coordinators work closely and collegially with Housing Coordinators to ensure the effective operation and maintenance of affordable rental or supportive housing. The Maintenance Coordinator is a motivated leader whose primary focus is to manage the maintenance program including building maintenance, safety, and long-term capital asset management and planning of the Society’s residential and office buildings.

This multi-faceted role is new to the Society, and we acknowledge that the duties may change over time.
Reporting to the Executive Director and working closely with Housing Coordinators, Maintenance and Multi-
Service Workers, the Maintenance Coordinator oversees all maintenance, modernization, repair and renovation functions including multi-residential, program and office space. The Maintenance Coordinator participates in tenancy management, unit turnovers, compliance with relevant contracts, legislation, and acts; ensuring adherence to residence policies and procedures.

We anticipate that the duties will include:

• Perform, delegate and supervise maintenance and improvements
• Perform property inspections
• Develop capital and maintenance plans
• Maintain HVAC systems, components and controls
• Manage contractor and materials procurement and inventories
• Supervise staff and contractors, Maintenance Workers, Grounds Maintenance and Snow Removal

Contractors and other

The Maintenance Coordinator will work closely with Housing Coordinators, whose responsibilities include overseeing operation and maintenance of affordable rental or supportive housing and the residents of the buildings. This is achieved by performing duties including tenancy management; unit turnovers; supervising staff; overseeing compliance with relevant contracts, legislation, and acts; ensuring adherence to residence

Job Title: Maintenance Coordinator
Page 2 policies and procedures; ensuring building maintenance and safety and long-term capital asset management and planning.

Position Duties and Responsibilities:

Building Management:
1. Provides leadership in all aspects of facility operations planning including maintenance, cleanliness and safety of the residence; building maintenance; renovations; equipment; and grounds. Participates in capital planning and replacement reserve fund management.

2. Develops and monitors regular maintenance schedules to provide for ongoing operations (i.e., fire system inspections, elevator inspections, planned capital improvements, replacement, and renovations. Schedule work assignments and repairs as needed.

3. Reviews monthly site health and safety inspection reports and ensures identified deficits are addressed in a timely manner.

4. Oversees the work of contractors; initiates and inspects work and redirects contractors where minor deficiencies in the performance of work specifications are noted (e.g. painting services, millwork, flooring, pesticides applications completed, carpet cleaning, waste removal, etc.), reports on deviations in performance on existing contracts.

5. Along with Housing Coordinators and Maintenance Workers, communicates with contractors to coordinate site viewings and unit entry, and ensures that maintenance projects are coordinated with site operations.

6. Oversees programming and monitoring of fob, key and security systems.
7. Conducts regular inspections of building common areas, resident suites and garden/patio areas to ensure that: the building is maintained in a safe and clean manner; clutter is minimized throughout; building remains an aesthetically pleasing and safe environment. Ensures that janitorial areas are clean, supplies and equipment are available and appropriately labeled; SDS binder is up to date for all supplies and participates in ongoing employee workplace safety activities.

8. Performs various inspections regularly i.e. boiler rooms, fire alarm logs, security systems, etc., and maintains inspection records.

9. Arranges repairs, painting, and/or maintenance for vacant units and assist with move-in/move-out tasks.
10. Performs a variety of maintenance tasks and repairs on plumbing, heating, mechanical, and electrical systems that do not require a licensed trade-person.
11. Performs suite renovation tasks such as cleaning, and repairs to prepare the suite for turnover.
12. Clears Common Property by either washing, sweeping, carpet cleaning, mopping, vacuuming, power washing, and general cleaning, and performs janitorial services as required.
13. Able to perform duties of Maintenance Worker and provide limited coverage for Housing Coordinator.
14. Liaises with municipalities/authorities re permits, licenses, fire and safety codes and operational codes

(elevators, mechanical, electrical).

Administrative Tasks:
1. Performs a diversity of administrative duties requiring proficient language and computer skills, including: prepare correspondence, notices, advertisements, reports, record minutes; record current and recurring tasks and appointments; develop staff schedules, prepare and submit timesheets.

2. Responsible for procuring external service providers as per procurement policy and requirements.
3. Maintains records related to work orders, assists in the estimating and ordering of materials; verifies completion/delivery and coordinates service payments.
4. Ensures buildings, residents, products, maintenance records and suite information are captured in all relevant software applications and files are up to date.

File: https://lscsskeremeos.sharepoint.com/sites/Personnel/Shared Documents/General/Job Descriptions/Maintenance Coordinator 2023 v2.docx

Job Title: Maintenance Coordinator
Page 3

5. Ensures the residence’s inventory of supplies is maintained by contacting suppliers, placing orders and following up on discrepancies.

6. Coordinates emergency on-call schedules of maintenance/housing staff and acts as a backup as required.
7. Participates in the development of policies and procedures related to the orderly management and operations of sites and recommends adoption of same to Executive Director and Board of Directors.
8. Assists in the preparation of the applicable budgets, monitors and authorizes budgeted expenditures, and assists with financial reports and payments. Maintains related records and reports.
9. Participates on internal and external special projects and/or committees.
10. Works with minimal supervision and maintains own work schedules and priorities as assigned.

Staff Supervision:
1. Supervises building staff by determining training requirements, orienting new staff, and maintaining timekeeping and attendance records. Resolves staffing problems, including calling in staff to ensure appropriate staffing levels. Provides feedback, evaluation, and disciplinary action as necessary.

2. Directs assigned staff in the completion of duties, including the planning, organizing and scheduling of work.
3. Ensures work standards and deadlines are met.

Tenant Relations:
1. Provides tenant relations and property management services.
2. Responds to resident inquiries, complaints, and emergencies and provides information or takes appropriate action adhering to all policies procedures, and code of conduct as prescribed by LSCSS.
3. Serves notices, which may include but not limited to Notice of Entry, to End Tenancy (NET), rent arrears,

Non-Sufficient Funds (NSF) notices, etc.
4. Performs other related duties as assigned.

Qualifications:

• Certificate or diploma in building maintenance, property management, social housing, or related field
• 3+ years property management experience with multi-unit housing
• 2+ years management experience
• Equivalent combination of education, training, and experience, or other qualifications determined to be reasonable and relevant to the level of work may be considered.

Required Skills and Knowledge

• Excellent knowledge of building systems: HVAC, Electrical, Envelope, Plumbing
• Strong mechanical and technical skills
• Ability to read building plans
• Ability to read and maintain current site Building and Mechanical Operational and Maintenance Manuals
• Good working knowledge of Residential Tenancy Act
• Familiar with other applicable legal and regulatory frameworks
• Excellent analytical, planning, problem solving, organizational, time management and prioritisation skills.
• Excellent file management and record keeping skills
• Strong supervisory skills; as a leader, models professional behaviour and provides direction to staff
• Excellent verbal and written communication skills

File: https://lscsskeremeos.sharepoint.com/sites/Personnel/Shared Documents/General/Job Descriptions/Maintenance Coordinator 2023 v2.docx

Job Title: Maintenance Coordinator
Page 4

• Strong interpersonal skills, tact, respect, diplomacy, dispute resolution and negotiation skills, able to resolve conflict, and interact with residents with divergent needs and interests
• Exhibits cultural sensitivity and awareness
• Proficient user of office equipment and software, including Microsoft Office – Word, Excel, Outlook and ability to learn specific property and resident management software
• Must possess a valid B.C. driver’s license and have access to a reliable vehicle
• Valid Standard First Aid/CPR Certificate
• Criminal Record Check Vulnerable Sector

Employer Provided Professional Development
LSCSS feels that professional development is important to creating an inclusive and healthy workplace. The following training is provided by the employer as part of an onboarding process within the probationary period:

• Asbestos Awareness Training
• WHMIS Certification
• BCNPHA Building Maintenance, Capital Planning, Maintenance Plan training
• Non-Violent Crisis Intervention training
• Indigenous Awareness training

Typical Skills and Abilities

• Ability to work independently and in cooperation with others
• Available to take calls outside of regular work hours
• Physical ability to carry out the duties of the position
• Demonstrated flexibility and professional engagement

Drafted on: April 17, 2023
Finalized on:

File: https://lscsskeremeos.sharepoint.com/sites/Personnel/Shared Documents/General/Job Descriptions/Maintenance Coordinator 2023 v2.docx

Job Type: Part-time
Part-time hours: 10 per week

Salary: $31.54 per hour

Benefits:

• Casual dress
• Flexible schedule
• On-site parking

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Work Location: One location