Title: Property Manager
Department: Property Management
Reports to: Chief Executive Officer
Company: Mitchell Developments Ltd.
Purpose of Position
The Property Manager is responsible for the day-to-day management of assigned commercial properties while providing administrative and operational support to the Senior Property Manager across the company's commercial real estate portfolio.
The position combines property management responsibilities with lease administration, financial support, tenant relations, and general property management administration.
Reporting directly to the Chief Operating Officer, the Property Manager will independently oversee routine operations at assigned properties while supporting the broader portfolio through lease documentation, financial reporting, correspondence, and administrative coordination.
The successful candidate will be a highly organized, detail-oriented professional who can balance independent property management responsibilities with hands-on administrative tasks in a busy commercial property management environment.
Summary of Essential Job Functions
1. Property Management and Tenant Relations
- Manage the day-to-day operations of assigned commercial properties under the direction of the Chief Operating Officer.
- Serve as the primary point of contact for tenants, contractors, and service providers at assigned properties.
- Respond to tenant inquiries, service requests, and concerns in a timely and professional manner.
- Investigate and resolve routine tenant issues, escalating complex or sensitive matters to the Chief Operating Officer.
- Conduct regular property inspections to identify maintenance requirements, deficiencies, and potential safety concerns.
- Work collaboratively with Building Operators to monitor maintenance activities, address outstanding deficiencies, and ensure appropriate follow-up on repairs and preventative maintenance.
- Monitor outstanding maintenance requests and ensure timely resolution in coordination with Building Operators.
- Assist with the administration and monitoring of service contracts, including janitorial, landscaping, snow removal, security, and building maintenance.
- Monitor contractor performance and follow up on service deficiencies.
- Coordinate tenant move-ins and move-outs, including access arrangements, inspections, and required documentation.
- Identify operational concerns and provide recommendations to the Chief Operating Officer and the Senior Property Manager.
- Assist with operational and tenant-related matters at other properties within the portfolio as required.
2. Lease Administration and Documentation
- Prepare draft Lease Agreements, Lease Renewals, Lease Amending Agreements, Lease Extensions, and Lease Surrenders for review by the Chief Operating Officer and the Senior Property Manager.
- Review lease documentation and prepare lease abstracts and summaries.
- Monitor critical lease dates, including expirations, renewal options, and other contractual obligations.
- Assist with lease renewal coordination, including the preparation of proposals and supporting documentation.
- Maintain accurate tenant and lease records, including rent rolls, insurance certificates, and other lease-required documentation.
- Prepare and distribute tenant correspondence, notices, and other property-related communications.
- Assist the Senior Property Manager with lease-related matters and administrative requirements across the portfolio.
3. Financial Administration and Reporting
- Review and code incoming invoices for accuracy and appropriate allocation prior to approval.
- Monitor rental arrears follow-up and collection efforts.
- Prepare rent collection correspondence, demand notices, and other documentation as directed.
- Assist the Senior Property Manager with the preparation of annual operating and capital budgets, including obtaining quotations and compiling supporting information.
- Assist with reviewing property operating expenses and identifying potential variances or cost concerns.
- Assist with the preparation of quarterly management reports and other property-related financial reporting.
4. General Administrative Support
- Provide ongoing administrative and operational support to the Senior Property Manager across the commercial property portfolio.
- Prepare correspondence, reports, spreadsheets, meeting minutes, and other documentation as required.
- Maintain organized electronic and physical filing systems for property records, contracts, maintenance documentation, and other relevant information.
- Track service contract renewals, maintenance schedules, and other property-related deadlines.
- Review and monitor maintenance requests through MRI Angus or other property management systems, ensuring appropriate follow-up and closure.
- Prepare purchase orders for approved maintenance, repairs, and regular operating expenses.
- Coordinate meetings, contractor appointments, property inspections, and other scheduling requirements.
- Provide administrative support for capital projects managed by the Senior Property Manager, including obtaining quotations, preparing correspondence, coordinating meetings, and maintaining project documentation as required.
- Assist with special assignments and administrative tasks as directed by the Senior Property Manager.
- Maintain confidentiality of financial, tenant, and company information.
Qualifications and Knowledge
- Post-secondary education in Business Administration, Real Estate, Property Management, or a related field, or an equivalent combination of education and relevant experience.
- Minimum of 2–4 years of experience in commercial property management, property administration, or a related field.
- Working knowledge of commercial lease agreements and lease administration.
- Understanding of commercial building operations, maintenance, and service contracts.
- Experience with property financial administration, invoice processing, and budget preparation.
- Proficiency in Microsoft Office 365, particularly Word, Excel, and Outlook.
- Experience with property management software, such as MRI Angus, Yardi, or similar systems, considered an asset.
- Valid driver's licence and ability to travel between properties as required.
Skills and Attributes
- Strong organizational and time management skills, with the ability to manage multiple priorities and meet deadlines.
- Excellent written and verbal communication skills.
- Professional and courteous approach when dealing with tenants, contractors, and colleagues.
- Strong attention to detail and accuracy in preparing documentation and maintaining records.
- Ability to work independently while recognizing when matters require management direction or approval.
- Strong problem-solving skills and sound judgment.
- Proactive approach to identifying issues, following up on outstanding items, and completing assigned tasks.
- Ability to balance property management responsibilities with administrative and reporting requirements.
- Strong computer skills and the ability to learn new software and systems.
- Ability to work collaboratively with the Senior Property Manager, Building Operators, Accounting Department, and other team members.
- Demonstrated ability to maintain confidentiality and handle sensitive information professionally.
- Flexible and adaptable, with a willingness to assist in various aspects of property management as required.
General
The Property Manager is expected to work collaboratively with the Senior Property Manager and other members of the property management team to ensure the effective operation and administration of the commercial property portfolio.
The position requires a balance of independent property management responsibilities and ongoing administrative support. The scope of assigned properties and responsibilities may evolve based on operational requirements and the needs of the portfolio.
All employees may be required to perform duties outside their normal responsibilities from time to time, as needed.
