Secretary jobs in Ottawa, ON

Executive & Multi-Site Operations Assistant

Job Type: Full-time
Pay: $25.00 per hour
Expected Hours: 40 hours per week
Work Arrangement: Hybrid — primarily remote

About the Role

We are hiring a highly organized, technology-driven, and proactive Executive & Multi-Site Operations Assistant to work directly with the company’s founder and CEO.

This is a two-in-one position combining:

• Executive and administrative support
• Property management and real estate operations
• Remote coordination of multiple business locations

This is not a traditional administrative assistant role.

The successful candidate will help manage the CEO’s priorities while supporting the day-to-day operation of multiple commercial properties and storage locations. The role includes tenant communication, leasing support, lead follow-up, rent collection, contractor coordination, property inspections, maintenance tracking, document organization, reporting, and operational follow-through.

You will play an important role in keeping the company’s properties organized, occupied, maintained, and operating efficiently.

We are looking for someone who understands that successful property and real estate management requires fast communication, accurate records, strong tenant relationships, consistent follow-up, and immediate attention to maintenance and operational issues.

The right person takes ownership, learns quickly, communicates clearly, and makes sure important work gets completed without constant reminders.

Work Arrangement

This is a full-time, primarily remote position.

The role includes:

• Approximately four hours per week working from an office
• Approximately two on-site property visits per month
• Occasional additional site visits when operational or maintenance issues arise
• Availability during regular business hours to respond to leads, tenants, contractors, vendors, and management
• Occasional availability outside regular hours for urgent property or tenant matters

Candidates must have a valid driver’s licence, reliable transportation, and the ability to travel to assigned properties when required.

Executive Assistant Responsibilities

• Manage the CEO’s calendar, meetings, appointments, reminders, and priorities
• Organize emails, phone calls, documents, and follow-up items
• Prepare meeting agendas, notes, summaries, and action lists
• Follow up with employees, contractors, vendors, partners, tenants, and other contacts
• Track commitments and ensure deadlines are met
• Protect the CEO’s time by independently resolving routine matters
• Organize confidential business, real estate, tenant, and financial documents
• Assist with travel planning, scheduling, and administrative coordination
• Identify overdue items before they become larger problems
• Provide concise daily and weekly updates
• Help keep the CEO focused on the company’s highest-value priorities

Property Management and Real Estate Operations

• Support the day-to-day management of multiple commercial properties
• Help coordinate tenant communication, leasing activity, property maintenance, and contractor work
• Maintain organized property, tenant, lease, and vendor records
• Track vacant spaces and help ensure they are clean, secure, presentable, and ready to lease
• Assist with lease administration, move-ins, move-outs, renewals, and account updates
• Monitor property conditions and identify maintenance, access, drainage, security, or appearance issues
• Coordinate property repairs, cleanups, grading, pothole repairs, fencing, gates, lighting, security systems, and general site improvements
• Request and organize contractor quotes, invoices, schedules, photos, and completion reports
• Follow up with contractors and confirm that assigned work has been completed properly
• Conduct scheduled site visits and property inspections
• Prepare inspection reports with photographs, deficiencies, recommended actions, and follow-up deadlines
• Help maintain consistent operating and presentation standards across all properties
• Support real estate and property-related projects as assigned by management
• Help organize due dates, permits, insurance documents, vendor agreements, property records, and operational checklists

Multi-Site Operations Responsibilities

• Help coordinate the daily operations of multiple locations
• Remotely monitor property conditions, tenant concerns, maintenance needs, and contractor activity
• Communicate with on-site personnel and third-party service providers
• Ensure important operational issues are documented, assigned, and completed
• Escalate urgent safety, security, flooding, access, or property-condition issues
• Track open operational items from initial report through final resolution
• Maintain accurate records of site activity, maintenance, expenses, and completed work
• Support management in improving operating systems and processes across all locations

Sales, Leasing, and Lead Management

• Monitor incoming calls, website forms, emails, texts, and CRM messages
• Respond to incoming rental and leasing leads quickly and professionally
• Work toward a five-minute lead-response target during scheduled business hours
• Enter and maintain accurate lead information in the company CRM
• Provide prospective tenants with information about available spaces, pricing, access, and the leasing process
• Schedule property and site tours
• Follow up with leads until they lease, decline, or are formally closed
• Help lease available yards, storage spaces, units, offices, containers, or other commercial spaces
• Identify missed calls, unanswered leads, stalled conversations, and lost opportunities
• Track lead volume, response times, tours, leasing conversions, occupancy, and reasons for lost leads
• Support revenue growth and property occupancy across all locations

Clients Relations

• Serve as a point of contact for routine tenant questions and concerns
• Assist clients throughout the move-in and move-out process
• Prepare and organize clients documents, lease information, and account records
• Coordinate access, inspections, account updates, and property-related requests
• Arrange and document final move-out inspections
• Respond professionally to complaints involving access, flooding, cleanliness, security, maintenance, or site conditions
• Document tenant concerns, actions taken, and final resolutions
• Maintain strong customer service while enforcing company policies and lease requirements
• Escalate serious, sensitive, or unusual matters to management
• Help build positive and professional long-term tenant relationships

Collections and Account Follow-Up

• Monitor tenant accounts and rent rolls for overdue or delinquent balances
• Complete approved collection follow-ups by phone, email, and SMS
• Document all collection activity
• Track payment commitments and follow-up dates
• Escalate accounts requiring management review
• Maintain professional and respectful communication throughout the collection process
• Keep tenant account notes accurate and current
• Assist with payment arrangements and account documentation as directed

Technology, Systems, and Reporting

• Learn and confidently use CRM, task-management, property-management, and storage-management software
• Maintain accurate tasks, deadlines, notes, and supporting documents
• Update operational, construction, property, maintenance, leasing, and administrative tasks
• Upload property photographs, inspection reports, screenshots, contractor updates, invoices, and lead-response records
• Maintain organized digital files, checklists, templates, lease records, and standard operating procedures
• Help create and improve repeatable property-management and operating systems
• Track open issues and follow them through to completion
• Prepare concise daily summaries covering:
• Work completed
• Leasing and lead activity
• Tenant matters
• Property and maintenance issues
• Collections
• Open tasks
• Overdue items
• Decisions required
• Priorities for the following day
• Prepare weekly summaries covering property performance, occupancy, leasing activity, maintenance, collections, contractor work, and outstanding priorities

Required Experience and Qualifications

• Previous experience in property management, commercial real estate, residential real estate, facility management, self-storage, construction administration, or multi-location operations
• Previous executive-assistant, administrative, or operations-coordination experience
• Strong computer and technology skills
• Experience using a CRM, property-management platform, or task-management system
• Ability to learn new software quickly
• Strong written and verbal communication
• Excellent organization and attention to detail
• Strong judgment and problem-solving ability
• Ability to manage multiple properties, priorities, and deadlines
• Confidence communicating with tenants, leads, contractors, vendors, and executives
• Ability to work independently in a remote environment
• Valid driver’s licence
• Reliable transportation
• Ability to complete regular property visits
• Ability to handle confidential business, tenant, lease, and financial information responsibly

Preferred Experience

Preference will be given to candidates with experience in one or more of the following:

• Commercial property management
• Residential property management
• Commercial real estate operations
• Lease administration
• Tenant relations
• Leasing and occupancy management
• Rent collection
• Property inspections
• Contractor and vendor coordination
• Facility maintenance
• Self-storage operations
• Industrial-property operations
• Executive support
• Customer service
• Lead conversion
• CRM software
• Task-management software
• Property-management software
• Remote team or multi-location management

What Success Looks Like

You will be successful in this role when:

• New leasing leads are answered quickly
• Follow-ups are completed consistently
• Tours and leasing opportunities are not missed
• Vacant spaces are ready to rent
• Tenant concerns are documented and resolved
• Delinquent accounts receive timely follow-up
• Contractors complete assigned work properly
• Property conditions are regularly monitored and reported
• Lease, tenant, CRM, and task-management records remain current
• Maintenance issues are identified and addressed early
• The CEO receives concise updates without having to chase for information
• Important commitments do not fall through the cracks
• Problems are brought forward with possible solutions
• Multiple properties operate with greater consistency, accountability, and efficiency

Performance Measures

Performance may be measured using:

• Lead-response time
• Follow-up completion
• Tour bookings
• Leasing conversion support
• Occupancy support
• Collection follow-up completion
• Accuracy of tenant and lease records
• Accuracy of CRM and task-management records
• Timeliness of daily and weekly reporting
• Completion of contractor and maintenance tasks
• Tenant issue-resolution time
• Quality of property inspections
• Completion of executive priorities and action items
• Reduction in administrative and operational demands placed directly on the CEO

The Right Person for This Role

You may be a strong fit if you:

• Take ownership instead of waiting to be told what to do
• Understand property management and tenant service
• Do what you say you will do
• Communicate problems early
• Follow through until a task is completed
• Learn software quickly
• Are comfortable switching between executive support, property management, customer service, leasing, collections, and operations
• Can hold contractors and team members accountable
• Stay calm when priorities change
• Look for practical solutions before escalating problems
• Work well with a direct, entrepreneurial founder
• Want responsibility and measurable impact

This role will not be a fit for someone who needs constant supervision, avoids difficult conversations, ignores follow-ups, or waits for repeated instructions.

Schedule

• Full-time
• Approximately 40 hours per week
• Primarily Monday to Friday
• Primarily remote
• Approximately four office hours per week
• Approximately two property visits per month
• Occasional availability outside regular hours may be required

Pay: $25.00 per hour

Work Location: In person