RESIDENTIAL RENTAL BUILDING SUPERINTENDENT
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Following is intended as a general outline of a job description for a residential rental superintendent's position so as to outline the basic functions of this position.
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Rent Collection: Collect rents on the first day and week of each and every month and maintain rental journal [books] indicating tenant and rental particulars so as to determine what rents are outstanding and require follow-up. In some cases repeated follow-up collection efforts are required.
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Administrative Duties: Maintain the rent journal, rent collections, delivery of renewal letters and notices, maintain vacancy lists and complete bi-monthly inspections of vacant units, providing of tenant work-orders and tenants' request for repairs on our standard form to Head Office [See WO form]. Contacting and updating the Head Office in regards to daily activity.
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Prioritize a daily maintenance and repair schedule for the handyman.
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Daily Phone Log: Phone and walk-in activity log of all phone inquiries, walk-in inquiries, showings, and appointments. Keep neatly in the binder.
Pest Control Log: Record any activity within the property for pest control. Keep neatly in the binder.
Work Order Log: Track and file all work orders submitted by tenants chronologically by month and fax to Head Office as soon as possible. Keep neatly in the binder.
Tenant Activity log: track and record tenant activity and actions taken.
Move-out log: record all notices given by tenants, check for validity, follow other checklist items like surveys etc. and fax to Head office. Keep neatly in the binder.
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Showings: It is the Superintendent's responsibility to release suites and notify the Head Office as they become available. The leasing process includes maintaining a waiting list, if applicable, responding to telephone enquiries in a business like manner, making appointments, showing available suites in a business like manner, the completion of a rental application, obtaining all necessary information and the required deposit cheques and scheduling move-ins and move-outs.
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Discounting of a unit must be approved by the Head Office and must not be discussed in the presence of any current or prospective tenants.
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The rental application is approved and a Lease is issued by the Head Office, the Superintendent is required to have the new tenants sign the Lease Agreement, if available, prior to their taking occupancy, witness lease, give keys, collect all move-in rents etc.
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Cleaning: Whole building grounds and common areas are to be kept in a clean and neat condition. Routine daily, weekly and periodic cleaning tasks are to be carried out as per your specific job description for the building and/or as per instructions by the Property Manager. Cleaning areas include, are not limited to, front steps, lobby, foyer, mail room area, hall carpets and floors, front door windows, elevators, stairs, laundry room, outside and inside garbage area etc.
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Suite Cleaning & Inspections: When a suite turns over or becomes vacant, it must be inspected and cleaned promptly. A preliminary suite inspection should be undertaken during the first week of the last month during which the tenant is vacating and minor repair and/or maintenance items completed by the Superintendent should be noted and damages or major repair items noted and brought to the attention of the Property Manager. [See Inspection Pictures guideline] The suite, on becoming vacant, should be cleaned thoroughly and properly for the new resident or to show prospective tenants.
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Repairs and Maintenance: Minor and routine repairs and maintenance, both in the suite and interior and exterior, are the responsibility of the Superintendent and/or of the handyman onsite. Those items which require the use of an outside trade are to be brought to the attention of the Property Manager first, and assigned to on-site maintenance person.
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It is important to respond to resident requests for repairs promptly and in a business like manner and report to your Manager any repairs requiring the use of outside trades for the Manager's approval. No repairs take place unless tenant hands in a work-order request form. Please give tenant one.
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Garbage Removal: It is the Superintendent's responsibility to ensure that all building garbage and recyclables are placed for pick-up at the appropriate times and days.
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Lawn and Ground Maintenance: The property must be kept clean and free of litter and debris at all times. Grass cutting, trimming, gardening and watering must be carried out regularly and as scheduled. Front steps to be swept and washed.
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Snow Removal: All entrances, paths, sidewalks and stairways must be kept completely clear of snow and ice. To be performed by maintenance person.
Resident Relations: We are a service business and we are required to maintain a polite business like relationship with our residents. Argumentative or confrontational communication is not acceptable. Fraternizing with residents is not considered to be professional or business like and Superintendents should never discuss a resident's personal affairs with any other resident. The more professional and business like your relationships with residents are, the easier your job will be. Maintaining a professional and business like relationship with your residents is of major importance. The affairs of running the property are not tenant’s privilege. No such information will be passed on to tenants.
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Maintenance of Fire Safety Log: It is the Superintendent's responsibility to be familiar with the fire safety plan for the building, maintain the weekly and monthly checks and tests and the proper completion of the fire safety log for the building as per the Fire Safety Code.
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Landlord And Tenant Legislation: Superintendents are expected to have a knowledge of applicable legislation respecting Residential Tenancies in Ontario and the rights and obligations of Landlords and Tenants. Training will be ongoing on this matter by Head Office.
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Maintaining Inventory of Supplies and Equipment: It is the Superintendent's responsibility to maintain and adequate supply of cleaning, repair and maintenance supplies and parts. Building inventory should be monitored and supplies recorded so as not to run out of regular cleaning supplies, repair parts or light bulbs. Building tools and equipment are the responsibility of the Superintendent and proper handling, use and care are to be observed. These duties can be done in conjunction with the on site maintenance person.
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Job Types: Full-time, Part-time, Permanent
Pay: $18.00-$22.00 per hour
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Ability to commute/relocate:
- Toronto, ON: reliably commute or plan to relocate before starting work (preferred)
Experience:
- Maintenance: 3 years (preferred)
- building management: 3 years (preferred)
Work Location: In person
