Job Posting 76379

Vacancy Coordinator
London and Middlesex Community Housing
London area
closed 3 days ago (Wed, 20 Oct)
full time  •  $25.05 - $28.47

Wage Range: $25.05 - $28.47 (under review)

Posting Date: OCTOBER 6, 2021                                                              

Closing Date: OCTOBER 20, 2021

Competition: 2021-22                         


Hours of Work: 8:30 AM – 4:30pm, MONDAY - FRIDAY                                                                                                                             


This posting is for ONE (1) permanent FULL-TIME position.


Who We Are: London & Middlesex Community Housing (LMCH) provides 3,282 housing units across 32 properties to more than 5,000 people. Those who call LMCH home are a diverse cross-section of individuals including families, seniors, adults, and new Canadians, all of whom are living with limited income.  At LMCH, we believe that housing is the foundation of a better tomorrow. 


Mission: LMCH provides and maintains homes in a safe and supportive environment to meet the needs of the people we serve in our communities.


Vision: LMCH envisions healthy homes and communities in London and Middlesex.  Leading by example, LMCH will help make a difference and positively impact lives using housing as the foundation.


LMCH Values:










The successful candidate for this permanent, full-time, unionized position will be responsible for vacancy coordination in the delivery of construction, restoration, and service contracts, as well as supporting the procurement process. The position will report to a Property Services Manager while supporting all Property Services Managers with vacancy coordination within their respective portfolios.


The objective is to enhance the capabilities of the department in the following key areas:

  1. Through effective refresh/restore project scoping and scheduling, thus expediting the return of vacant units to Tenant Placement.
  2. Meet or exceed established KPIs for vacant unit turn-around.
  3. Assist and support the procurement process of construction services (capital and operational) related to vacancy refresh and restoration.
  4. Improve tenant charge-backs relating to the restoration scope.

The role will assist with coverage within the department as required. The role will be based in the main office, but occasional travel to sites may be required.




Vacancy Coordination

  • Scope, schedule, co-ordinate, process, and expedite the steps in the refresh/restoration of all LMCH vacant units, preparing them for new occupancy.
  • Assist the managers in meeting specified vacancy KPIs and minimizing the Corporation’s idle inventory.
  • Regular and on-going coordination with Tenant Services and Property Services, as well as community partners such as the City of London and external contractors. The position will have responsibility for ensuring efficient back-charging of tenant damage or neglect.
  • On an on-going basis, track inventory and status of vacant units to be restored.
  • For each unit visit, develop a scope and initiate the restoration process using the defined classifications and documentation and dispatch the work to the appropriate site staff or external contractors.
  • Develop and administer a program of pre-move-out checking, liaising with tenants to reduce chargeable deficiencies
  • Work with the Director and Property Services Managers, continuously review vacancy processes, and identify opportunities for improvement.
  • Support Tenant Services by recording ingoing and outgoing conditions using the improved inspection process.
  • Complete the development of the restoration package to ensure the flexible and timely scheduling of the restoration crew.
  • Determine a charge-back specification and, in cooperation with Managers, ensure an appropriate charge-back is calculated and levied.
  • Coordinate with the Property Services Managers to effectively deploy forces for restoration projects.
  • Efficiently co-ordinate all steps involved in the unit restoration process, ensuring timely and cost-effective unit turnover.
  • Cross-Training with other positions will be required to maintain continuity during vacations and time off.

Specific Tasks Related to Vacancy Coordination

  • Create a move-out restoration work order for all new vacancies.
  • Provide restoration records and checklist identifying work to be done to on-site staff for all new vacancies.
  • Schedule and process debris removals as required for vacant units.
  • Schedule and process pest inspections and treatments for all vacant units.
  • Schedule and process all contractor work required for vacant units.
  • Recall, reschedule, or cancel contractors as required and log deficiencies using an NCR (non-compliance report).
  • Liaise with contractors to discuss concerns and resolve problems.
  • Ensure adherence to applicable LMCH Policies and Procedures.
  • Ensure all scheduled work is completed within established time frames.
  • In conjunction with Tenant Services, conduct both a move-out and
  • On an on-going basis, monitor the progress of restoration work in all vacancies and communicate as required with various LMCH staff to ensure timely completion of the placement of new tenants. This includes using judgment on the escalation of issues to Managers for additional decisions or support.
  • Identify and resolve all deficiencies prior to unit release.
  • Sign off unit, change lock, and hand off to Tenant Services.
  • Prepare, process, and maintain tenant charge-back records for outgoing tenancies.
  • Monitor trends; escalate resources to maintain vacancy KPIs.
  • Work with the Property Service Managers and Director create quality standards for refresh/restorations to inform the creation of a “rent-ready” checklist.
  • Report monthly on KPIs, performance pipeline, and identify potential issues.
  • Assist the Director of Property Services and Asset Management as required.
  • Perform other related activities as necessary or as assigned.


  • Post-secondary diploma or certificate in property management, project management, or facilities management.
  • Two to three years’ experience in a related field such as property management, project management or facilities management.
  • Knowledge of applicable legislation, including but not limited to the Housing Services Act, Residential Tenancies Act, and the City of London Housing Division Notices and local policies.
  • Computer literacy, including effective working skills of MS Word, Excel, Outlook, and Yardi software.
  • Excellent communication, interpersonal, relationship building, and customer service skills.
  • Strong attention to detail and a high degree of accuracy.
  • Ability to record meeting minutes and proofread to ensure accuracy.
  • Must possess a valid driver’s license and have access to a vehicle. Travel will be required within the City of London and/or County of Middlesex.


The incumbent contributes and supports the overall culture and working environment of the agency by:

  • Having a working knowledge of cultural, social, and demographic patterns relating to vulnerable priority populations.
  • Committing to harm reduction and low-barrier service, as well as non-violent crisis intervention, de-escalation, and supporting citizens.
  • Committing to work in a diverse, interdisciplinary setting.
  • Understanding and being sensitive towards the belief systems of other groups, the complexity of those facing poverty, and their individual unique strengths and needs.
  • Setting an example of a strong work ethic and positive team attitude.
  • Working with diverse communities with sensitivity, creativity, innovation, language and cultural understanding in a non-judgmental manner.



This position requires the successful candidate submit a current Police Records check from their local police service. A current LMCH employee who is the successful candidate for this position must also provide this document unless it is already on file and not more than one year old.




Hourly wage range of $25.05 - $28.47 (UNDER REVIEW) with comprehensive health benefits and defined benefit pension plan. Normal working hours are 8:30 AM to 4:30PM, Monday to Friday.




Once you apply, we’ll review your resume and cover letter to determine if your skills and experience match the qualifications for the role.


Only qualified candidates will be contacted for next steps. If you move forward, the process may include an interview, written/practical test, and reference check.


Here's your chance to bring your knowledge and expertise to our team and contribute to providing better homes and better neighbourhoods.  When submitting your cover letter and resume, be sure to tell us about your skills and qualifications that are a match to those specified in the job posting. 


A cover letter and resume must be received by 4:30pm, October 20, 2021.Late applications will not be considered


Please send your cover letter and resume to the attention of:


 London & Middlesex Community Housing (LMCH) is committed to equity in employment. Our goal is a diverse, inclusive, and barrier-free workplace that reflects the communities we serve.


We will provide reasonable accommodation to applicants with disabilities at all stages of the hiring process in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. Please advise if you require an accommodation during the selection process.


Thank you for your interest in London & Middlesex Community Housing!

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