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Job Description / Duties

Job Posting #E035-83

Associate Director of Operations (Property Management) – Full Time, New Westminster/Vancouver

Classification: Executive-Level Management

Lookout Housing and Health Society is a charitable organization and social safety net that provides housing and a range of support services to adults, with low or no income, who have few, if any, housing or support options. As the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. We believe that helping people help themselves is essential in addressing homelessness and all the issues that surround it. Securing appropriate housing is the first and most essential step in achieving responsible independence for individuals. For more information about Lookout, please visit www.lookoutsociety.ca

Organization Structure

Reporting to the Chief Financial Officer (CFO), this position provides a high level of support to the CFO. Reporting to the Associate Director of Property Management are the Property Managers for each region and the Project Manager.

Summary of Responsibilities

Key duties and responsibilities include initiating, developing, implementing, directing and managing the coordination and standardization of all property management and project management. The position ensures consistency throughout the organization and that all systems reflect the philosophy of the Society and facilitate achieving service goals, including maintaining minimal barriers to services for adult men and women who are disenfranchised from other services.

Scope and Complexity

This position oversees, manages, directs and administrates all responsibilities as outlined above. The Associate Director demonstrates leadership by providing timely advice, direction and guidance to others both internal and external to the Society. The position deals with very sensitive and confidential issues that frequently may have a significant impact on the Society and services. The Associate Director works independently and exercises judgement and problem-solving skills to complete work. The Associate Director handles issues both in person and through written and electronic communication. The clientele of Lookout have varied needs and abilities and can be behaviorally challenging. The job functions are complex in nature, requiring a high degree of confidentiality and concentrated mental and written attention. The job involves working both within and outside the administrative office and has a few disagreeable factors.

COMMUNICATIONS:

Internal and External

The majority of internal communication is with the Executive and Leadership Teams and has direct contact with management staff throughout the Society. Regular reports are prepared for the CFO. External communications may include attendance at a variety of community/service tables with possible presentations to the general public and government representatives. Regular written reports for both internal purposes and public distribution are integral to this position. Communications can be sensitive, and the Associate Director must utilize a thorough knowledge of the Society in addition to strong communication and interpersonal skills to respond effectively to inquiries or provide direction.

DUTIES AND RESPONSIBILITIES:

PLANNING AND DEVELOPMENT:

• Develops, implements, maintains and evaluates operational procedures based on the Society’s philosophy and objectives; reports trends and problems to the CFO.
• Recommends appropriate short and long-term initiatives that may impact staff and financial resources and that may improve the efficiency and effectiveness of the Society in meeting its goals and objectives.
• Anticipates changing demands on the organization and advises on the deployment of resources. Undertakes special studies and other research and analysis to explore resource alternatives or potential problems in order to promote a more effective and efficient deployment of resources.
• Oversees implementation, maintenance, and evaluation of Society property,
• Oversees development, implementation, maintenance, evaluation and coordination of record management and information systems, including backup processes. Establishes and facilitates reporting systems for various programs and society as a whole.
• Attends approved work-related conferences and seminars to promote and maintain professional development.

PROPERTY MANAGEMENT:

• Provides assessments and evaluation of capital and repair needs for Lookout properties and oversees annual capital needs assessments and the preparation of annual capital plans and budgets.
• Oversees society-wide management of capital asset planning, operational and administrative requirements, maintenance, renovations, repairs, purchases, equipment, and standards for all Lookout facilities.
• Works with the CFO to support acquisitions of buildings and facilities.
• Reviews bids and proposals, recommends contractors, and assists in negotiating prices for products and services.
• Plan, organize, direct, control and evaluate the operations of all property management within the society
• Oversee the leasing of space real estate and the development of marketing strategies
• Plan, organize, direct, control and evaluate construction projects
• Oversee the installation, maintenance and repair of real estate infrastructures, including machinery, equipment and electrical and mechanical systems
• Plan and manage the facility's Property Management budget
• Prepare or oversee the preparation of reports and statistics related to areas of responsibility
• Hire and oversee training and supervision of staff.
• Administer contracts for the provision of supplies and services
• Plan and manage a facility's maintenance budget
• Hire and oversee training and supervision of staff.

HUMAN RESOURCES MANAGEMENT:

• Directs and supervises all reporting Property Management personnel, including hiring and orientation processes, evaluations, disciplines and terminations. Recommends/approves promotions and transfers. Ensures relevant employee personnel files are maintained, including salary records, personal histories, reports and performance appraisals.

ACCOUNTABILITY / DELIVERABLES:

• Ensures rights of privacy and confidentiality are maintained in accord with policy, and as required by law or contractual agreement, except in consultation with the Chief Executive Officer (CEO), CFO, and COO or other Directors for the proper operation of services.
• Reports any reporting difficulties or challenges to the CFO.

Qualifications / Required Skills

Qualifications:

Education, Training and Experience

• A minimum of a BA, ideally with an MBA, MPA, or related advanced degree,
• PMP Certification
• Rental Property Management License an asset or willing to attain
• 3 plus years of senior management experience with increasing levels of responsibility and management of staff, preferably within a non-profit or government agency involved or related to housing development and management.
• 3 plus years of experience developing and managing projects and overseeing properties or an equivalent combination of education, training and experience.
• Significant marketing/branding and fiscal management experience.
• A financially savvy and politically astute leader with the ability to set clear priorities, delegate, and guide investment in people and systems; keen analytic, organization and problem-solving skills, which support and enable sound decision-making.
• Must submit a clean criminal record check every two (2) years.
• Must be fully vaccinated

Skills and Abilities

• Demonstrated knowledge of legislation related to the business operations of non-profit societies and various management policies and procedures. Demonstrated strong ability to work effectively with management and supervise staff. Demonstrated strong team-building skills.
• Demonstrated excellent planning and organizational skills. Demonstrated ability to manage a high workload with multiple priorities and to work under pressure. Demonstrated ability to multi-task with attention to detail. Demonstrated good judgment skills, tact and discretion.
• Demonstrated excellent communication skills, verbal, written and electronic. Demonstrated ability to provide work direction. Demonstrated ability to efficiently and accurately operate related equipment, including excellent proficiency with computers and a variety of software programs, including databases, spreadsheets and word processing.
• Demonstrated research and analysis skills to investigate and resolve issues and recommend solutions. Demonstrated understanding of the accreditation process from application to ongoing maintenance.
• Demonstrated ability to work independently and with minimal direction. Demonstrated physical/mental ability to perform the duties of the job. Demonstrated suitability to work with disadvantaged and challenging adults in a diverse environment and maintain appropriate client/worker boundaries.

Additional Information

Lookout Housing and Health Society is committed to empowering people from different races, gender, age, religion, identities and unique experiences. We welcome everyone from diverse backgrounds and encourage them to apply in order to foster an inclusive environment.

Salary: $87,000 - $99,000 per year

Contact Information

TO APPLY: Submit cover letter and resume to Leo.Lu@lookoutsociety.ca

CLOSING DATE: April 25, 2024 @ 17:00 Hours

Please note only shortlisted candidates will be contacted.

Employer Profile

Lookout Housing and Health Society is a charitable organization and social safety net that provides housing and a range of support services to adults with low or no income, who have few, if any, housing or support options. As the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. We believe that helping people help themselves is essential in addressing homelessness and all the issues that surround it. Securing appropriate housing is the first and most essential step in achieving responsible and independent individuals. For more information about Lookout, please visit www.lookoutsociety.ca