Position Summary

The Property Manager is responsible for managing a mixed portfolio of Office, Medical and Banking Institution properties in the GTA and oversees the employees associated with maintenance of all properties.

Key Responsibilities

Financial:

• Demonstrate ability to understand financial goals, operate building assets in owners' best interest and in accordance with established Policies & Procedures;
• Maintain accurate records of all property transactions and submit on timely basis (i.e., move-in/move-outs, , capitol or major work, etc.);
• Prepare annual budgets and income projections in a timely and accurate manner and updated monthly for quarterly review meetings with Executives;
• Initiate necessary legal action, generate documents and process in accordance with Provincial and Company guidelines;
• Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance.

Administrative:

• Prepare and/or implement procedures and systems within company guidelines to ensure orderly, efficient workflow;
• Confirm all leases and corresponding paperwork are completed and input to our Yardi System accurately and on a timely basis;
• Ensure current Tenant files are properly maintained;
• Ensure all administrative paperwork (PO) are accurate, complete, and submitted on a timely basis;
• Ensure proper response and handling of all property emergencies with staff, Tenants, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity on property, employee/Tenant injuries, fires, floods, freezes, etc.);

Tenant Retention:

• Deal with Tenant concerns and requests on timely basis to ensure Tenant satisfaction with management;
• Develop and/or implement Tenant retention programs (i.e., Tenant functions, special promotions, monthly newsletters, etc.);
• Ensure distribution of all company or property-issued notices (i.e., bad weather, emergency, etc.);
• Consistently implement policies of the properties.

Personnel Management:

• Ensure efficiency of staff through ongoing training, instruction, and leadership;
• Plan weekly/daily office staff schedules and assignments;
• Coordinate maintenance schedule and assignments with Maintenance Staff;
• Administer action plans consistently, and document appropriately, communicate situations to Human Resources;
• Provide support to staff to encourage teamwork and lead as an example in creating a harmonious environment.

Maintenance:

• Maintain property appearance and ensure repairs are noted and completed on timely basis. This requires regular property inspections and visits;
• Ensure that all service requests are recorded and communicated appropriately to maintenance.

• On emergency on call 24/7;
• Any additional duties and responsibilities as may be assigned, from time to time.

Key Competencies

• Verbal and written communication skills;
• Problem solving;
• Good judgment;
• Concern for safety;
• Customer service oriented;
• Attention to detail;
• Initiative;
• Reliability;

Education and Experience

• Property managers require completion of a college or university program in business administration, real estate finance or related field or an equivalent combination of technical training and experience in property management;
• 3 years' experience in property operations;
• Minimum 1 year experience in commercial property management required;
• Must have good knowledge of commercial real estate including a broad understanding of finance, leasing, legal, and marketing, construction, and the tenant relations requirements of managing a retail property;
• Effective written and verbal communication skills as well as presentation skills.
• A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills.
• Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment.
• Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required.
• Strong mathematical ability;

Health and Safety

• Work in compliance with the provisions of the OHSA, regulations, and internal policies and procedures;
• Report to his or her supervisor any missing or defective equipment or protective device which could endanger any person;
• Report to his or her manager the contravention of the OHSA, regulations, or company H&S policies and procedures or any observed hazard;
• Refrain from operating any equipment, machine, device or thing or otherwise working in a manner that may endanger anyone;
• Avoid engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct;
• Know, understand and implement safe work practices and procedures;
• Know, understand and employ established rules and procedures for handling materials, equipment and processes (e.g. reporting unlabelled containers, using proper lifting techniques, etc.);
• Request that worn out or defective equipment be replaced;
• Use all safety devices provided, ensuring optimum condition of devices and report any defects immediately to a supervisor;
• Use equipment and materials only in the manner intended;
• Report all injuries, incidents, hazards and unusual conditions immediately to supervisor;
• Attend all required health and safety training programs (e.g. WHMIS, orientation), and apply knowledge to daily operating procedures;
• Follow Standard Operating Procedures as related to your work area.

Working Conditions

• Typical hours: Monday to Friday, 8:00 am to 5:00 pm, plus 24/7 emergency on-call;
• Significant physical effort. Significant exposure to environmental conditions. Moderate shift work or non-standard hours of work required.