Property Manager

SUPERINTENDENT'S JOB DESCRIPTION  

The superintendent must be a responsible person capable of dealing with people in a polite and courteous manner. The superintendent is part of the Management team. The superintendent will be accountable to the Board of Directors but under the supervision of the Property Management Agent the superintendent will ensure that the building always clean and tidy, to create a positive first impression for a prospective resident. The superintendent will ensure the residents enjoy a quiet, clean and respectable living environment.    

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CONFIDENTIALITY

The Superintendent agrees that by having access, to materials and information regarding the individual tenant of the Owner or the project. The superintendent shall treat the same as confidential information not to be disclosed to third parties or used in any unauthorized way without the prior consent and knowledge of such individual tenants of the Owners in accordance with the Freedom of Information and Protection of Privacy Act R.S.O. 1990, chap. F-31, as amended. Any breach of confidentiality could result in immediate dismissal.

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SUPERINTENDENT DUTIES ANT) RESPONSIBILITIES

The superintendent will provide off-hour assistance to the tenants and perform the necessary maintenance, and emergency services in accordance with the following. The duties include but are not limited to the following:

1. FIRE

In case of fire the superintendent will:

1. phone fire department

2. phone the management company

3. have someone at the main entrance to direct the fire department to fire location

4. use extinguishers to contain fire until the fire department arrives

and remain calm at all times

WHEN USING HAND EXTINGUISHER

1. be sure that the proper extinguisher is used-some are marked "do not use on electrical fires"

2. break plastic seal around pin and pull pin out

3. aim nozzle at the base of fire

4. squeeze handles together c) follow prescribed instructions

NOTE:  it is important that all extinguishers be used in a fire be refilled by the supplier as soon as possible after a fire and that regular periodic checks be made on the condition of all fire equipment. The superintendent MUST BE PROPERLY TRAINED IN THE HANDLING OF FIRE EXTINGUISHER, TURN OFF THE FIRE ALARM AND RESET EACH TIME AFTER A FIRE OR FALSE ALARM.

Record event in log book.

2. EXTERIOR /INTERIOR - MAINTENANCE  MORNING AND NIGHT WALK ABOUT AND CLEAN-UP The superintendent must perform a walk about in the morning and evening to examine the exterior of the units and clean-up the grounds. Anything needed to be reported to the Manager should be done as soon as possible and recorded in the log book.

SNOW REMOVAL

The first priority after any snow fall of 2" or greater shall be to clean the sidewalks. When necessary apply a mixture of salt on sidewalks and between vehicles.  

The superintendent will make certain that the sand boxes are full with a mixture of salt and sand at the start of snow season continuously.  

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MAINTENANCE

Electrical - Replace light switches

Replace battery in main hall lights

Replace receptacles

Replace smoke alarms

Replace light sockets and globes

Replace thermostats

Replace outside wall outlets, lights and globes

Stoves - replace fuses, (thermostats), oven elements, burners, bulbs panel switches and block

switches.

Refrigerators- replace bulbs, thermostats, timer, and unplug drain.

Plumbing - consists of all plumbing - from pipes -out-to taps including spouts, drains and

shower heads

Replace/Repair faucets

Replace/Repair toilet and all toilet inner and outer parts

Replace/Repair bathroom and kitchen sinks and hardware, drain attachments

unplug all drains, sinks, toilets and bath tub etc.

General Repairs

Units move-in/out clean-up

Repair walls and ceilings

Repair/Replace interior door frames, door locks, door hinges and locks as required etc.

Repair/Replace screens

Repair/Replace floor tiles, bathtub wall

Repair/Replace all locks

Repair/Replace and adjust cupboard door hinges and handles

Repair/Replace kitchen drawer sides, front facings bottoms, runners and guides

Paint if capable

Install flooring if capable

Replace window and door screens

Ensure that garbage is put out for pick-up on a bi- weekly basis. Clean and keep the area

clear after every garbage pick-up.

Main. Building and Laundromat - replace exit sign bulbs, wash and wax floors, wash toilets and mirrors, kitchen counter, stove, refrigerator. Wash tables, clean windows, vacuum office and wash the entrance ceiling

Vacated units - when a tenant moves out, the unit must be cleaned and all the repairs done. The superintendent must notify the management office when the unit is ready for painting and steam cleaning. Itemize any item left in the unit and notify the management office. In the case of a back to back situation the superintendent must contact the manager to discuss the removal of contents and the unit must be cleaned and all the repairs done within that time limit.

Keys- change locks after each move out and put keys in the appropriate hook in the key box until the unit is rented, and/or provide keys to the moving in tenant.

Conduct annual inspection with management staff.

Work order process: All work orders are to be retuned to management after completion

OTHER

RENTAL - Give out applications show units to prospective tenants. A new resident should not be permitted to move in until the superintendent receives orders from the management office. Any other additional information on any other matter the superintendent must direct this person to contact the management office. Conduct outgoing and incoming unit inspection as directed by the management company.

RENTS - Rents received by the superintendent must be kept in the office, give out official receipts to tenants when rent is paid in cash. Make certain that cash match receipts provided.

REPAIRS - Any complaints about repairs or maintenance must be followed by a work order. When possible the work order must be given to the resident for signature. When the repair is done, the resident should sign the work order for future reference. If the repair requires an outside contractor the management office must be notified as soon as possible and be kept informed of the arrangement made.

DISTURBANCES - If a disturbance is reported to the superintendent he must investigate and complete an incident report immediately before calling the management office. If the Police is needed to be called the superintendent must contact the POLICE and request an Occurrence number every time.

RECORDS / PURCHASES - The superintendent is required to maintain accurate records on planned and corrective maintenance, maintain a log book and keep an update inventory of all equipment, parts in stock. When materials are needed the superintendent must complete a purchase order and forward it to the management office for approval. In case of an emergency situations the item needed may be purchased by the superintendent at a local store.  

TOOLS - Maintain an inventory list of all on hand tools owned by the Warner Place and the superintendent.

Equipment/Materials owned by the Warner Place shall NOT be taken from the building

without Board's/ Management prior authorization.

MAIL DELIVERING - The superintendent shall deliver any correspondence, notice, reports when asked to do so and assist with resident’s orientation procedures for the complex.

The superintendent must treat all tenants fairly and in an equal manner.

The superintendent must be available to meet on a weekly basis with a representative from the management office and give a weekly report to the manager. The superintendent is required to perform all jobs based on knowledge

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