CharityVillage

Hours:                              32 hours per week

Wage:                               $27.33 per hour

Start date:                        April 2025

Location:                          Peterborough, Ontario

Reports to:                       Manager of Operations

Terms of Employment:   Twelve-month contract with option for extension

APPLICATION INSTRUCTIONS:

Applications must include a cover letter and resume to be considered. It will be appreciated to receive cover letter and resume as one PDF file attached to the email.

Applications must be emailed to recruitment@nccpeterborough.ca. Applications will ONLY be accepted if received as directed.

Thank you for your interest. Please note that only those selected for an interview will be contacted.

Position Overview:

The New Canadians Centre Peterborough (NCC) is a non-profit charitable organization dedicated to supporting immigrants and refugees in the Peterborough, Kawartha Lakes, Haliburton and Northumberland regions. We strive to empower immigrants and refugees to become full and equal members of Canadian society and to provide community leadership to ensure cultural integration in a welcoming community. 

The Building Administrator is responsible for overseeing the maintenance, rental management and daily operations of the New Canadians Centre’s main office location at 221 Romaine St. in Peterborough. This includes ensuring the property is well-maintained, managing recurring and one-time rentals, coordinating repairs, and providing excellent service to renters and staff. The role requires strong organizational, communication, and problem-solving skills to maintain a safe, functional, and welcoming environment. This position requires some travel to different locations in Peterborough.

Duties & Responsibilities: 
 
Building Administration:

• Communicate and manage relationships with contractors and service providers to maintain a well-functioning office and manage building maintenance with the support of the Manager of Operations.
• Create and maintain user manuals and procedures for building equipment and infrastructure.
• Maintain updated records of renters, rental agreements, maintenance schedules, and service provider contracts.
• Prepare reports on building operations, maintenance activities, and rental performance.
• Be the main point of contact for all staff regarding any support related to building management and manage the property@nccpeterborough.ca e-mail to respond and resolve all staff requests.
• Provide recommendations and assist with the due diligence, procurement, and purchases of capital assets and services to the Manager of Operations.
• Ensure all permits, licenses, and insurance policies are up to date.
• Keep the main office areas organized and assist with organizational projects.
• Assist with posting public updates on office issues such as office closures and holidays.
• Maintain and purchase building supplies as needed.
• Perform other administrative duties as needed.
• Be present at the office for 5 days a week.
• Stay updated on industry best practices and legal requirements related to property management.

Building Maintenance & Operations:

• Carry out basic repair and maintenance activities that do not require hiring of an external contractor.
• Conduct regular inspections of the building and facilities to identify maintenance and repair needs.
• Coordinate with service providers, contractors, and maintenance personnel for repairs and cleaning.
• Coordinate and supervise maintenance and repair work, ensuring timely completion and cost-effective solutions.
• Develop and implement preventative maintenance programs to extend the life of property systems and reduce operating costs.
• Project management for leasehold improvement projects.
• Ensure furnishings are kept up-to-date and replaced as needed.
• Recommend improvements and cost-effective solutions for building maintenance and rental management.
• Ensure compliance with health, safety, and building regulations.
• Maintain and update records of maintenance schedules, repairs, and service contracts.
• Oversee security and emergency procedures, ensuring the safety of all occupants and visitors.
• Coordinate fire drills annually.
• Ability to be on-call for urgent building maintenance issues including the potential for weekends and after regular hours.
• Supervise cleaning company, ensure of waste disposal, and ensure cleanliness in common areas.

Rental Management:

• Oversee both recurring and one-time rentals of the building’s facilities, such as event spaces and offices.
• Handle rental inquiries and bookings, schedule viewings, and process rental agreements.
• Maintain accurate records of renters, payments, and rental schedules.
• Ensure renters adhere to rental agreements and building policies.
• Coordinate move-ins, move-outs, and space turnover preparations
• Supervise rental events as needed including potential for some on-call requirements on weekends or after work hours (with potential for additional hours and pay).
• Work in coordination with the Communications Officer to market and advertise available rental spaces to potential tenants and clients.
• Work in coordination with the Finance Officer to collect rental fees and deposits, issue invoices, and track financial transactions related to rentals.
• Serve as the primary point of contact for rental clients. Address renter complaints, concerns, and service requests promptly and professionally.
• Ability to be on-call for potential renter escalations including weekends and after regular hours.
• Enforce building rules and regulations while maintaining positive renter relationships.

Front Desk (limited responsibility to cover absences of Client Services Assistant as needed)

• Greet and welcome clients and community partners and refer them to the appropriate service/ staff member.
• Provide basic information, forms and publications to clients, volunteers and community members.
• Support clients and volunteers with photocopying, faxing, printing, scanning, and computer use
• Manage front desk reception schedule.
• Manage staff schedules and monitor google calendars.
• Train volunteers and interns to provide front desk reception.
• Provide informal interpretation when necessary and possible.
• Record incoming payments (donations, trip fees, sales, etc.) and manage incoming cheques according to the procedure.
• Maintain an accurate registration sheet for ongoing programs, keep up-to-date payments sheet.
• Respond to telephone, in-person, mail, and electronic inquiries.

General Responsibilities

• Support the mandate of the New Canadians Centre.
• Assist in organizing and/or participating in NCC events and activities.
• Complete documentation such as expense reports and timesheets in a timely and comprehensive fashion.
• Create and maintain a Position-Specific Manual.
• Other duties as required.

Qualifications: 
 
Experience

• Relevant education and/or experience in property management, business, or a similar administrative role and/or non-profit sector is required.
• Proficiency with Microsoft Office Suite is required.
• Experience in managing or leading projects involving contractors is preferred
• Experience writing detailed administrative manuals, policies, and procedures is an asset.
• Customer service experience is an asset.
• Understanding building safety regulations and rental management is an asset.
• Financial management experience is an asset.
• Lived experience as a newcomer to Canada or as a member of a marginalized group, as voluntarily self-identified, is an asset 

Competencies

• Excellent English written and verbal communication skills applicable to a multicultural setting.
• Strong general proficiency with technology (software and hardware) and ability to troubleshoot basic issues.
• Strong interpersonal and communication abilities.
• Proficient use of Microsoft Office Suite.
• Ability to handle multiple tasks, prioritize, and work well in a busy environment.
• Ability to maintain a sense of urgency, efficiency, and flexibility.
• Cross-cultural communication skills.
• Understanding and emotional empathy for the struggles immigrants and refugees face in starting a new life in Canada/Peterborough.
• Understanding of anti-oppressive language and concepts including power, privilege, intersectionality, and racism.
• Interest in developing new competencies as needed for the responsibilities of the position.
• Professional skills, demeanor, and work ethic.

Other

• Ability to work flexible hours, including evening and weekend availability for urgent maintenance issues or rental events.
• Current Criminal Reference check with vulnerable sector screening.
• Ability and willingness to travel to different stores in Peterborough.
• Valid Ontario Class G Driver’s License, and access to a vehicle is required

The NCC strives to be an equal opportunity employer.

We encourage applicants from diverse backgrounds.

Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

Accommodation will be provided in all parts of the hiring process as required under the NCC’s Accessible Customer Service Policy. Applicants will need to make their needs known in advance.

 The NCC is an advocate for equity and is committed to ensuring representation in its staff team. We welcome applications from members of immigrant and refugee communities, people of colour, women, Indigenous peoples, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.