Assistant Property Manager Jobs

Jim Pattison Developments is seeking a highly motivated and detail oriented individual to join our team as an Assistant Property Manager.The successful candidate will report to the Property Manager and provide administrative and day-to-day operational support to the Property Management team.The ideal candidate is a strong manager with experience working alongside a multidisciplinary team, has strong communication skills (verbal and written) demonstrating attention to detail, and the ability to work independently.

Responsibilities

• Work with Property Manager to meet asset & property management objectives.
• Assisting the Property Manager with budget preparation, contract negotiation, and management of operating costs by adhering to purchasing processes, reviewing and approval of all billings, maintaining accurate maintenance and administrative records.
• Assist as necessary in the coordination and administration of property initiatives, including sustainability and environmental initiatives, building maintenance and repairs programs, capital improvement projects, and leasehold improvements.
• General Support: Provide general support to the property management team, including assisting with special projects, conducting research, and contributing to process improvement initiatives.Undertake additional tasks or projects as assigned by the Property Manager or Property Management team.
• Vendor Management: Assist in managing relationships with vendors and contractors. This includes obtaining quotes for services, coordinating maintenance or repair work, service contracts preparation of tender and standard service agreements as necessary, and ensuring vendors' compliance with contractual agreements, WCB and COI tracking.Provide support and back up in the entering of purchase orders, processing of payable invoices, and manual billings.
• Communication and Coordination: Facilitate effective communication and coordination between property management team members, tenants, property owners, and other stakeholders. Drafting and handling correspondences, distributing notices/memos, and ensure proper documentation of communications.
• Other duties as assigned.
• Property Inspections: Assist in conducting regular property inspections to identify any maintenance or repair needs, safety concerns, or lease violations. Document inspection findings and coordinate with maintenance personnel to address any issues identified.
• Maintenance Liaison: Coordinate and schedule maintenance and repair requests from tenants or property managers. Communicate with maintenance staff, contractors, and vendors to ensure timely completion of work orders and resolution of issues. Maintain records and update property management software or databases.
• Property Documentation and Records Management: Maintain accurate and organized property records, including lease agreements, tenant files, maintenance logs, financial documents, COI collection and tracking, and other property-related documentation. Ensure compliance with record-keeping requirements and data protection policies.
• Rent Collection: Support the rent collection process by monitoring tenant payments, issuing rent reminders, and following up on any overdue payments. Assist in resolving rent-related issues and coordinate with accounting or finance departments as needed.
• Tenant Relations: Assist with tenant inquiries, concerns, requests, and move in/outs. Serve as a point of contact for tenants, addressing their questions or routing them to the appropriate person for assistance. Maintain positive tenant relationships and ensure tenant satisfaction.
• Administrative Support: Provide general administrative support to the Property Manager or Property Management team. This may include answering phone calls, responding to emails, scheduling appointments, managing calendars, and maintaining office supplies.Actively participate in the annual operating budgeting process and monthly financial reporting.

Qualifications

• Strong understanding of property accounting and ability to interpret financial data.
• Self-motivated, professional and flexible.
• Skilled in customer service and tenant relations
• Detail oriented; ability to work under pressure and deliver timely and accurate results.
• Strong communication skills both written and oral.
• 5 years of experience as a Property Administrator or Assistant Property Manager within commercial real estate industry or Operations experience, is preferred.
• Candidate should possess post-secondary education (additional property management education is a plus).
• Strong proficiency in Microsoft Office and other property management applications (Angus, Yardi, Avid are an asset.)
• Ability to work both independently and with others collaboratively in a team environment.
• Demonstrates maturity, confidence, and tact, particularly when dealing with difficult issues or conflict.
• Must be able to travel and possess a valid driver’s license.
• Ability to prioritize tasks and has strong technical and proven organizational skills and multi-tasking skills.