Property Administration Supervisor
Mission Statement: Homes First Society develops and provides affordable, stable housing and support services to break the cycle of homelessness for people with the fewest housing options.
Position type: Full-time, Permanent
Location: Based at 90 Shuter (in-office)
Hours of work: Monday to Friday, 9 am – 5 pm
Starting date: ASAP
Salary: $67,500 per year
Submit Resume to: lavanya.sivakumar@homesfirst.on.ca
APPLICANTS MUST QUOTE PA-E
The Property Administration Supervisor is responsible for overseeing the administrative operations that support the day-to-day maintenance and facility needs across emergency shelters and housing properties. While the administrative staff are non-union, this position supports and coordinates with unionized maintenance staff (all inter department staff including but not limited to Fire and Life Safety, Finance, Projects, Inventory, Pest Control and Hoarding, Maintenance and IT) to ensure compliance with collective agreements and operational standards. The role involves supervision, coordination, and communication across departments to ensure efficient, safe, and responsive property operations in alignment with organizational and municipal requirements.
JOB REQUIREMENTS
- Supervise property administration staff and ensure effective support for maintenance in all housing and shelter sites including short term emergency warming and cooling center operations.
- Manage full oversight of the Property Maintenance System, including WorxHub, inspection records, contractor logs, service reports, and tenant communication notices, ensuring all information is up to date and accurate.
- Ensure administrative workflows are efficient, responding to maintenance issues in a timely manner, scheduling vendors, and coordinating site access.
- Liaise with unionized maintenance staff and supervisors to ensure work orders are completed and assignments are handled promptly.
- Ensure adherence to applicable provisions of the collective agreement, including scheduling, overtime tracking, and leave management support. This position would support the maintenance supervisor with time-off requests and other duties.
- Maintain accurate records of maintenance response times, escalation procedures, and equipment/material usage.
- Ensure all inspection logs, deficiency reports, and corrective action documentation are filed and accessible.
- Assist in coordinating regulatory inspections and ensuring follow up documents are completed, in conjunction with the Maintenance Supervisor to support where necessary. (e.g., MLS, TFS, RentSafe, ESA).
- Assist with coordination of regulatory inspections and follow up document.
- Maintain an updated log of vendors, service agreements, WSIB and Liability Insurance, warranty information, and contract expiration dates.
- Coordinate the delivery and tracking of supplies and materials needed for daily operations.
- Draft and distribute tenant notices, internal memos, and communications related to property issues, repairs, and inspections.
- Coordinate with Housing, Shelter, Finance, and Procurement teams to ensure transparency and timely exchange of information.
- Maintain consistent communication between administrative, maintenance, housing and shelter staff to ensure smooth operation of all properties.
- Oversee digital record-keeping using property management software (e.g., Worx Hub, Yardi, or equivalent).
- Support the generation of monthly reports, KPI dashboards, and incident summaries.
- Track service request trends and identify operational improvement opportunities.
- Be available in the office to assist with in-person resident work order requests and provide access control mechanisms (e.g., electronic fobs, keys).
- Open, distribute, and answer electronic incoming mail and other materials.
- Assist in the preparation of regularly scheduled reports and the gathering of information for property management documents.
- Receive daily mail deliveries and handle custodial supplies and inventory control for all sites.
- Take shelter and respite supply order requests, ensuring service levels and Shelter and Respite Standards are maintained.
- Ensure compliance with Toronto Shelter Standards, AODA, MLS regulations, and other local property regulations.
- Ensure that all residents are treated with respect and dignity.
QUALIFICATIONS
- Post-secondary education in Business Administration, Property Management, or a related field.
- 3–5 years of experience in property operations or housing administration, with at least 1 year in a supervisory role.
- Experience working in a mixed workforce environment (union and non-union) is strongly preferred.
- Proficient in Microsoft Office and work order/property management systems.
- Familiarity with municipal codes, housing standards, and fire/life safety requirements.
- Strong organizational and interpersonal skills, with the ability to coordinate across multiple teams and locations.
- Experience in shelter, housing, or community services environments is an asset.
WORKING CONDITIONS
- Based in a central office with some travel to emergency shelter and housing sites.
- May require flexible hours to respond to after-hours property issues.
- Works closely with unionized maintenance staff but does not supervise them directly.
The successful applicant must provide a criminal record check that is satisfactory to Homes First Society.
Homes First Society is an equal opportunity employer.
Accommodation:
Homes First is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known and we will work with you to meet your needs.
