PROPERTY OFFICER
JOB DESCRIPTION
Department
Administration
Supervisor
Manager of Administration
Location
Sudbury or Manitoulin Island
Salary Range
In accordance with Salary Scale
OVERVIEW:
Reporting directly to the Manager of Administration, the Property Officer (PO) acts as a liaison
with building owners, contractors, security providers, service companies and KGCFS staff in
organizing maintenance of all KGCFS office locations, KGCFS vehicles and organization of
storage facilities. The PO takes the lead in communication and organization in obtaining
maintenance quotes, identifying contract details, provides regular maintenance status reports,
works with and continually updates maintenance work plan, partakes in KGCFS Health and
Safety Committee, and is proficient in Microsoft Office programs. The PO ensures that buildings
are structurally sound, safe, free from health hazards, comfortable and appealing.
DUTIES:
1. Oversees and coordinates all KGCFS property and building maintenance, ensuring that
maintenance requirements and requests are completed in a timely manner.
2. Act as a liaison with contractors to arrange lawn maintenance, landscaping, snow
removal, garbage disposal and any other maintenance related contracts.
3. Working with building owners to assist with any maintenance matters.
4. Oversees vehicle fleet maintenance records and schedules, ensures vehicle
documentation is updated and vehicle booking system functions efficiently.
5. Assists administration in updating Lease Agreements between building owners and
KGCFS.
6. Provides security system support to reset and setup security codes for KGCFS
personnel and coordinates building security response processes for on-site services and
alarms.
7. Oversee building security systems and access for all agency sites in Wikwemikong,
M’Chigeeng and Sudbury office locations.
8. Perform or schedule repairs, adjustments or component replacements, when required.
9. Proactively anticipating needs/issues and providing solutions.
10. Regular inspect building structures and properties to indentify defective components to
ensure any potential hazards are corrected, repaired or eliminated.
11. Ensure walkways are clear, salted or sanded in winter months, prepares facilities for
workday prior to work time when required.
12. Organizing office move-in and move-outs or relocating office furniture or equipment.
13. Assists in the annual Health and Safety inspections, evaluation and recommendations
and participate in agency Health and Safety Committee.
14. Assist finance with Capital Assets and Inventory depreciation and scheduling.
15. Provide reports, statistical analysis and other information as required.
16. Assisting with researching quotes and other information for maintenance and capital
projects as directed by the Manager of Administration.
17. Preparation of annual operating and capital budgets for each property.
18. Deal with suppliers to ensure adequate supply of maintenance material and janitorial
supplies.
19. Report periodically to management on status of each property.
20. Review and provide constructive feedback, report to Manager of Administration.
21. Ensure compliance with any and all applicable government regulations.
22. Assist in accounting efforts relating to each property as required.
QUALIFICATIONS:
1. Must have at least three (3) years of successful employment experience within a building
maintenance role.
2. A minimum of 2 a year college diploma in Administration, Building Maintenance or
related field of study is required.
3. Demonstrating knowledge of the property building operations and systems.
4. Knowledge and proficiency of computer software with eg. MS-Excel and MS-Word,
digital file management, and Internet research skills desired.
5. Knowledge of relevant legislation Ontario Building Code, Fire Protection Standards and
Occupational Health and Safety Act.
6. Knowledge of building mechanical systems, fire systems and other major building
components.
7. Maturity and confidence when dealing with difficult issues or conflict.
8. Ability to develop positive and professional relationships using strong verbal and written
communication skills.
9. Strong communication and people skills, including a proven ability to build relationships.
10. Experience in accounting, budgeting, in relation to maintenance and buildings systems.
11. Strong mathematical skills and documentation skills.
12. An assertive self-starter with the ability to work independently under minimal supervision.
13. Strong organization and time management skills, detail oriented with exceptional
analytical and problem solving abilities.
14. Ability to construct, execute and continuously update an annual work plan.
15. Demonstrated ability to prepare narrative and statistical reports.
16. Excellent planning and organization, problem-solving, decision-making, interpersonal,
and leadership skills.
17. Ability to maintain appropriate safeguards for the confidentiality of Agency and client
information.
18. Working knowledge of the administrative structure and operations of the Agency
including, policies, procedures and guidelines.
19. Ability to take direction and to work within the policies, procedures, and guidelines,
mission, philosophy, and core values of the Agency.
20. Ability to flex daily work hours as determined by the Manager of Administration.
21. Must possess a valid Ontario’s Driver’s Licence and be willing to travel.
22. May require lifting items in excess of 50 pounds.
23. Must be willing to authorize a Vulnerable Sector Check and Driver’s Abstract.
24. Ability to speak Anishinabemowin is preferred and a definite asset.
CERTIFICATION - ACKNOWLEDGEMENT OF RECEIPT
Supervisor’s Title
Employee Signature
Printed Name
Date
I certify that I have read, understand, and
agree to the responsibilities assigned to the
position.
Department Manager
Supervisor’s Signature
Date
I certify that this job description is an accurate
description of the responsibilities assigned to
the position.
Date
I approve the delegation of responsibilities outlined herein within the context of the attached
Organizational structure.