Position Summary

The Assistant Commercial Property Manager keeps the day-to-day operation of a mixed portfolio running — predominantly retail, with office, industrial, and a smaller number of multi-unit residential buildings. The role is coordination and record-keeping: dispatching work orders and confirming completion, keeping vendors compliant and scheduled, tracking maintenance and capital work, and maintaining the files and calendars the Property Manager works from. The Assistant's job is to make sure nothing lapses, nothing goes unlogged, and nothing reaches the Property Manager as a surprise.

1. Work Orders and Site Inspections

• Receive and log every maintenance request; dispatch to the appropriate vendor or trade.
• Confirm the work was performed before closing a work order — verify on site or obtain photo confirmation.
• Walk each property on a set inspection schedule: common areas, exterior, parking, signage, mechanical rooms, roof access.
• Document inspection findings with photos and written notes in a consistent format.
• Report deficiencies to the Property Manager the same day when they involve safety, water, heat, or security.
• Maintain the open-deficiency list and re-check items until they are resolved.

2. Preventive Maintenance

• Maintain the PM calendar for every property: HVAC, roofing, fire and life safety, backflow, elevators, generators, seasonal snow and landscaping.
• Book each service ahead of its due date and confirm attendance.
• File the service report, inspection certificate, or deficiency notice from each visit.
• Notify the Property Manager in writing when a scheduled service is missed or a vendor reports a deficiency.
• Maintain the building information file for each property: equipment lists, model and serial numbers, warranty expiry dates, service history, shut-off locations, keys and access codes.

3. Vendor Coordination and Compliance

• Schedule vendors, arrange site access, and confirm attendance.
• Obtain quotes and forward them to the Property Manager. Do not commit work.
• Track certificates of insurance, WSIB clearance, and trade licensing for every vendor; request renewals 30 days before expiry and withhold scheduling from any vendor out of compliance.
• Check each invoice against the approved scope and the completed work; flag discrepancies before forwarding for approval.
• Maintain the vendor list by trade and property, including after-hours numbers and expected response times.

4. Project and Capital Work Administration

• Maintain the project tracker: scope, contractor, start and target completion dates, approved budget, committed amount, spent to date, outstanding deficiencies.
• Distribute and file drawings, permits, inspection reports, and closeout documents.
• Attend site meetings, record notes, and circulate action items with owners and dates.
• Follow up on deficiency lists until signed off and track holdback release dates.

5. Lease Records and Critical Dates

• Enter lease data into the property management system from abstracts prepared or reviewed by the Property Manager.
• Maintain the critical-date calendar: commencement, expiry, option and notice deadlines, insurance renewals, escalation dates. Give the Property Manager 90 days' written notice before each.
• Track tenant insurance certificates and request renewals before expiry.
• Log tenant alteration requests, signage submissions, and use-change notices and route them to the Property Manager.

6. Invoicing, Arrears, and Records

• Issue tenant invoices, rent notices, and statements on schedule.
• Produce the monthly arrears aging report and circulate it to the Property Manager.
• Send the standard late notice on accounts past the grace period; refer all collection conversations, payment arrangements, and disputed charges to the Property Manager.
• Code invoices to the correct property and GL account and submit them for approval.
• Pull prior-year actuals, contract amounts, and utility histories, and assemble them in the format the Property Manager requires for budget work.
• Gather and organize the backup documentation for annual operating cost reconciliations — invoices, contracts, utility bills, allocation records — indexed by cost category.
• Maintain digital and physical property files in audit-ready condition.

7. Tenant Coordination

• Act as first point of contact for maintenance requests and routine inquiries; acknowledge within the established service standard.
• Notify affected tenants in advance of scheduled work, access requirements, and service interruptions.
• Coordinate move-in and move-out logistics: access, keys, and condition documentation.
• Record all tenant communication in the property management system.
• Refer complaints, disputes, arrears conversations, and anything with legal or financial exposure to the Property Manager immediately.

8. Compliance and Safety Records

• Maintain fire safety plans, inspection logs, and testing records for every property.
• Book required inspections and confirm certificates are received and filed.
• Maintain emergency contact lists and posted procedures at each property.
• Report hazards and incidents to the Property Manager the day they occur and complete the incident record.

9. Reporting

• Produce the recurring reports on schedule: work order status, open deficiencies, preventive maintenance completion, vendor compliance, arrears aging.
• Compile the documentation and schedules the Property Manager needs for monthly and annual owner reporting.
• Keep the property management system current so reports can be pulled without rework.

Qualifications

• 1–3 years in property management, facilities, construction administration, or a closely related field. Commercial experience preferred.
• Post-secondary education in business, real estate, or a related discipline, or equivalent experience.
• Strong Microsoft Excel and Google Workspace skills; the interview includes a practical demonstration.
• Familiarity with property management software; PropertyWare experience is an asset.
• Disciplined documentation habits — this role depends on accurate records and consistent follow-up.
• Comfortable on active sites, including mechanical rooms, roofs, and areas under construction.
• Valid Ontario driver's licence and reliable vehicle; regular travel between properties required.
• Professional and clear in dealing with tenants, contractors, and trades.

Schedule and Conditions

• Monday to Friday, with weekend and holiday availability as needed.
• On-call rotation for after-hours emergencies.
• Hybrid, with a significant on-site component and travel between properties.

Pay: $45,000.00-$50,000.00 per year

Work Location: In person