Position Summary
The Assistant Property Manager supports the General Manager, Senior Property Manager, or Property Manager in the day-to-day management of assigned commercial properties. The role helps ensure that tenant service, building operations, financial administration, compliance tracking, and internal follow-up are handled accurately and on time.
Where a Tenant Services Administrator is assigned, the Assistant Property Manager provides day-to-day direction to that role. The TSA handles routine tenant-facing administration and coordination; the APM handles escalations, approvals, financial and lease-related matters, vendor coordination, and follow-through on items that require property management authority.
Responsibilities
Support Tenant Relationships
- Maintain professional relationships with tenants and support the broader property management team in delivering a consistent tenant experience.
- Guide the TSA on routine tenant inquiries and resolve matters that are escalated because they are sensitive, recurring, service-related, financial, lease-related, or operational.
- Visit properties as needed to stay close to tenant needs, service issues, and opportunities for improvement.
- Ensure tenant commitments are realistic, properly approved, and followed through to completion.
Oversee Tenant Communications and Engagement
- Review and approve non-routine, sensitive, financial, operational, or portfolio-wide tenant communications before distribution.
- Ensure routine tenant notices and updates prepared by the TSA, using approved templates and reflect accurate property information.
- Work with the Manager, Tenant Experience and the property team on the annual tenant engagement calendar, including priorities, budget parameters, and timing.
- Direct the TSA on event logistics and on-site coordination for approved tenant programs, including tenant appreciation events, ESG-related activities, community events, and other tenant engagement initiatives.
- Oversee adoption and performance of tenant engagement and service platforms, including Connect by Crown and VTS where applicable. The TSA supports daily promotion, tenant assistance, and record updates.
Coordinate Building Operations and Service Delivery
- Administer cleaning and security contracts as directed by the General Manager, Senior Property Manager, or Property Manager.
- Oversee Connect by Crown service performance, including aged or open work orders, recurring service issues, preventative maintenance exceptions, tenant escalations, and service trends.
- Coordinate with Operations, vendors, Accounting, Construction, Leasing, and other internal teams to ensure property issues are addressed promptly.
- Ensure property management software and Risk Wise records are maintained for assigned properties and that compliance updates are directed to the appropriate team members.
- Oversee the development and accuracy of the Tenant Welcome Manual and related move-in/move-out materials. The TSA may maintain routine updates and coordinate distribution.
- Support tenant move-ins and move-outs by reviewing approvals, service commitments, construction implications, deposits, and payment terms where applicable.
Financial Administration and Reporting
- Assist with, prepare, or review budgets and monthly or quarterly reports, depending on the property and direction from the supervising manager.
- Prepare or review monthly listings of accrued expenses and capital expenditures, with support from Accounting or administrative staff where applicable.
- Monitor tenant receivables and tenant accounts in Yardi, review reconciliations, and escalate collection issues in accordance with portfolio procedures.
- Review and approve tenant chargeback documentation, tenant sign-offs, deposits, payment terms, and billing submissions before forwarding complete packages to Accounting. The TSA may coordinate backup and tenant sign-off collection.
- Support the year-end reconciliation process by reviewing lease obligations, accounting statements, reconciliation letters, and draft responses to tenant inquiries in collaboration with Accounting.
- Manage the Yardi Elevate dashboard for assigned properties, including invoice workflow timelines, purchase orders, chargebacks, over-10-day invoices, outstanding items, discrepancy investigation, and monthly status updates to the supervising manager.
- Oversee management, recording, and reporting of additional revenue streams such as parking, storage, event-related revenue, and other miscellaneous revenue. The TSA may coordinate routine tenant-facing administration.
Vendor, Compliance, and Sustainability Support
- Support vendor performance monitoring, contract administration, and follow-up as directed by the supervising manager.
- Support environmental and sustainability initiatives, including opportunities to reduce energy consumption and improve waste diversion.
- Monitor and track utility accounts and after-hours consumption where assigned.
- Assist with BOMA BEST, LEED, and other sustainability submissions and green management practices.
Support and Direct Internal Team Members
- Provide day-to-day direction to the TSA where assigned, including priorities, deadlines, service standards, and escalation handling.
- Provide assistance to the General Manager, Senior Property Manager, or Property Manager as requested.
- Support or direct Operations staff as requested by the supervising manager.
Education & Experience Requirements
- Minimum high school diploma; post-secondary education preferred.
- CPM or RPA designation preferred or working toward designation.
- Minimum 2+ years of related property experience with commercial properties.
- Continuing involvement with professional organizations such as BOMA considered an asset.
- Proficient in Microsoft Office and comfortable working with property management systems.
- Strong written and verbal communication skills.
- Basic understanding of financial management, including expenses, revenues, budgets, receivables, and chargebacks.
- Access to a personal vehicle for reliable daily use and valid Ontario driver’s license.
What We’re Looking For
- A detail-oriented and organized individual who can keep property administration moving without losing sight of tenant service.
- Someone who takes ownership of follow-through, deadlines, and accuracy.
- A practical problem-solver who can investigate discrepancies, identify next steps, and escalate at the right time.
- A clear communicator who can work with tenants, vendors, Operations, Accounting, Construction, Leasing, and property leadership.
- Someone comfortable supervising day-to-day administrative work while knowing when an issue needs manager involvement.
- Ability to manage multiple priorities across different properties and teams.
Why join Crown?
- Base salary: $70,000- $80,000 per year, based on experience and qualifications
- This role is a new vacancy within the existing team.
- Eligibility for discretionary annual performance bonus linked to individual, team, and company goals
- Comprehensive health benefits
- Pension matching program to support your long-term financial security
- Professional development and membership dues coverage
About Us
Celebrating 25 years of growth, Crown is a leading real estate investment and management firm shaping the future of office spaces across Toronto, the GTA, and Ottawa. With over 10 million square feet under management and more than $3 billion in assets, we’re known for pairing smart investments with operational excellence, and for empowering our team to make a real impact every day. Our customer-first mindset means fast decision-making, strong relationships, and a hands-on approach that values initiative and fresh ideas.
Proudly recognized as one of Canada’s Top Small & Medium Employers, Greater Toronto’s Top Employers, and Canada’s Greenest Employers, Crown is committed to building exceptional workplaces in every sense. We foster an inclusive, collaborative culture where careers grow, voices are heard, and sustainability and innovation are more than buzzwords- they’re part of how we work. Join a team that’s passionate about delivering outstanding experiences and creating lasting value for our tenants, clients, communities - and for you.
Accommodations Crown is committed to providing reasonable accommodation to candidates with disabilities throughout the recruitment process and during employment, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources.
Legal Disclaimers
Work Authorization | Applicants must be legally entitled to work in Canada at the time of application, and during their employment at Crown.
Third-Party Recruiters | Crown does not accept unsolicited resumes from recruitment agencies. Please do not submit resumes or candidate information without prior written agreement. We are not responsible for any fees related to unsolicited submissions.
Assessment / Artificial Intelligence | As part of our recruitment process, Crown may require candidates to complete behavioral assessments. Some elements of this process may involve the use of AI-driven tools to help us better understand your strengths and working style. These tools are designed to support fair and consistent evaluations and ensure the best possible fit for the role and our team. AI may be used as a supportive tool; however, final decisions are made by humans.
