Service Coordinator

SERVICE COORDINATOR
Location: Ottawa

Build your future at Minto!
 

At Minto, our mission to build thriving communities starts with our first community - our employees. We are proud to have been named one of Canada’s Best Managed Companies, a testament to our 70-year legacy and dedication to providing an exceptional employee experience.
 

We are proud to have been winner of the 2024 Federation of Rental-housing Providers of Ontario (FRPO) MAC award for Outstanding Company Culture. This honor reflects our commitment to fostering a workplace where employee well-being and community spirit are at the heart of everything we do.
 

Great employees like you are essential to our continued success. We invite you to join us as we welcome change, celebrate new ideas, and provide you with the resources, professional training, and diverse opportunities to grow your career.

Your offer will include:

• Competitive salary
• Annual bonus + benefits effective 1st day + RRSP matching plan + 3 weeks’ vacation
• Tuition reimbursement plans and professional development courses
• Employee recognition platform – Be rewarded by your colleagues for your contributions!
• Many exciting career opportunities

In this role, you will:

• Prepare resident arrival and key package, in addition to ensuring smooth move-in and move-out coordination, booking elevators where applicable;
• Maintain resident database, assign resident parking in addition to issuing visitor parking passes, maintaining log thereof;
• Processing of cash receipts and deposits
• Prepare resident accounts receivable reports, outlining and addressing any delinquent and/or past due payments, performs collection efforts on past due accounts;
• Prepares required forms and documentation in accordance with the Residential Tenancies Act related to claims, collections, evictions, rent increases etc;
• Responds to resident requests, inquiries and concerns for matters which pertain to the lease agreement;
• Informs utility companies of change in responsibility for spaces becoming vacant or occupied, approving invoices for vacant suites;
• Responds to all resident related issues promptly and courteously in a professional manner, informing  management when applicable and if follow-up is required;
• Prepare mass and individual resident communication, for example, upcoming events, repairs, changes to management, etc.;
• Prepares renewal listings for review by revenue team and subsequently prepares renewal notices as directed;
• Use of the ERP system, Yardi, to  record information and perform job activities;
• Supports team goals, objectives, operations and strategy for properties outlined by management;
• First line of response to customer requests, the service coordinator must respond to resident inquiries and concerns for matters which pertain to repairs and maintenance;
• Understanding of the Residential Tenancies Act with respect to landlord rights and obligations, for example notice of entry, request of access, etc.;
• Coordinate access for Minto staff and contractors for occupied and vacant spaces as well as common areas; ensuring proper notice is given as required;
• Liaise with other members of the property operation to ensure maximum utilization of technical and maintenance personnel;
• Ensure scheduled maintenance plans for property and equipment are assigned to personnel so that they can be completed on a timely basis, reviewing concerns / issues raised during the performance of these maintenance plans with management to pro-actively address concerns / issues thereby minimizing unplanned downtime;
• Perform all facets of the job in accordance with the legislation applicable to the jurisdiction, including:  Health and Safety standards, WHMIS, AODA, PIPEDA and Human Rights;
• Other duties within the scope, spirit and purpose of the job, as requested by management.

We would like you to have:

Education:  A College or University education in a business field would be considered an asset.

Experience: A minimum of two (2) years of relevant work experience in a busy client facing environment is required.

Specialized Skills, Knowledge and Abilities:

• Ability to multi-task
• Ability to influence without authority / Directing others
• Interpersonal skills
• Knowledge of the Residential Tenancies Act and Residential Lease Agreements would be an asset
• Attention to detail and accuracy
• Good judgment
• Communication skills (listening, verbal and written)
• Microsoft Office (Word, Excel and Outlook)
• Knowledge of Yardi considered an asset
• Initiative and creative

Our future is better together. Apply now and join us! 

Minto is an equal opportunity employer committed to fostering an inclusive and accessible environment. We are dedicated to building a workforce that reflects the diversity of the community in which we live, including those with disabilities. Should you require accommodation or support in any aspect of our recruitment and selection process, we will work with you to meet your needs.