Property Manager/Property Coordinator

Position Overview

Title Senior Property Manager / Property Coordinator

Company Y Property Management Inc.

Reports to Director of Development & Asset Management

Direct reports Property administrators, leasing and site staff (as assigned)

Location Waterloo Region office, with regular travel to properties in Cambridge, Kitchener, Waterloo, London, Tillsonburg, Port Severn and Port Dover

Employment type Full-time, permanent

Hours Standard business hours, plus participation in the after-hours emergency rotation

About Y Property Management

Y Property Management owns and manages a mixed-use portfolio of roughly 15 properties across Southwestern and Central Ontario. Alongside our own assets, we provide property management services to third-party owners.

The portfolio includes:

• Commercial retail and office buildings, including multi-tenant plazas and national-brand tenants

• Multifamily residential buildings

• Single-family homes and condominium units

• Development land and active residential development projects

Role Summary

The Senior Property Manager / Coordinator is the central point of accountability for the day-to-day operation of every property we manage. You will oversee commercial and residential properties, direct property staff, and keep tenants, owners, vendors and our internal team aligned.

You will work closely with our General Manager and Maintenance Manager to set priorities, coordinate work across sites, and make sure issues are resolved quickly, budgets are respected, and properties are run to a consistent standard.

Key Responsibilities

Portfolio oversight

• Oversee day-to-day operations across all managed properties: commercial, multifamily, single-family and condominium

• Conduct regular site inspections and maintain property condition reports

• Set and enforce consistent operating standards, procedures and checklists across the portfolio

• Serve as the primary escalation point for property-level issues

Staff leadership and coordination

• Direct, schedule and support property administrators, leasing and site staff

• Assign work, set priorities and follow up to ensure tasks are completed on time

• Train and onboard new staff; provide ongoing coaching and feedback

• Run a regular operations meeting with the General Manager and Maintenance Manager

Tenant and owner relations

• Act as the main point of contact for commercial and residential tenants

• Respond to tenant requests and complaints promptly and professionally

• Prepare monthly property reports for ownership and third-party clients

• Support onboarding of new management clients and properties

Leasing and lease administration

• Coordinate leasing activity: marketing vacancies, showings, applications and screening

• Administer leases, renewals, rent increases, notices and move-ins/move-outs

• Track critical dates: expiries, renewal options, rent escalations and insurance certificates

• Coordinate commercial tenant fit-outs and landlord work with the Maintenance Manager

Maintenance and capital work

• Work with the Maintenance Manager to prioritize work orders and preventive maintenance

• Obtain and review vendor quotes; manage contractors, service agreements and scopes of work

• Help plan and track capital projects against budget and schedule

• Coordinate the after-hours emergency response process

Financial management

• Prepare and manage annual operating budgets for each property

• Monitor rent collection and arrears; follow up on outstanding balances

• Review and approve invoices within delegated authority

• Prepare commercial CAM, tax and insurance recoveries and year-end reconciliations

• Analyze budget variances and recommend corrective action

Compliance and risk

• Ensure compliance with the Residential Tenancies Act, Commercial Tenancies Act, Ontario Building and Fire Codes, OHSA and AODA

• Prepare and file Landlord and Tenant Board applications and attend hearings as required

• Maintain fire safety plans, inspection records and life-safety system testing schedules

• Manage insurance claims and incident reporting

• Keep property files, leases and records complete, organized and current in our property management software

Qualifications

Required

• 5+ years of property management experience, including at least 2 years in a supervisory or senior coordinator role

• Experience managing both commercial and residential properties

• Working knowledge of the Ontario Residential Tenancies Act, Commercial Tenancies Act and Landlord and Tenant Board process

• Experience preparing operating budgets, reviewing financial statements and completing CAM reconciliations

• Proficiency with property management software (e.g., Yardi, MRI, AppFolio or Buildium) and Microsoft Office / Google Workspace

• Valid Ontario G driver's licence and access to a reliable vehicle for regular travel between properties

Preferred

• Post-secondary education in real estate, business administration or a related field

• Professional designation or progress toward one: RPA (BOMI), CPM (IREM), ACM or similar

• General Licence from the Condominium Management Regulatory Authority of Ontario (CMRAO)

• Experience with mixed-use properties, tenant fit-outs or properties in lease-up

• Experience managing properties on behalf of third-party owners

Key Competencies

• Leadership: gives clear direction, holds staff accountable and builds a dependable team

• Organization: manages many properties and priorities at once without letting details slip

• Communication: writes and speaks clearly to tenants, owners, staff and contractors

• Judgment: knows when to decide, when to escalate and how to de-escalate difficult situations

• Collaboration: works as a true partner to the General Manager and Maintenance Manager

• Financial sense: understands how operating decisions affect NOI and property value

What Success Looks Like in the First Year

• Every property has a current budget, inspection report and critical-dates schedule

• Tenant requests are acknowledged within 1 business day and tracked to completion

• Arrears and vacancy are reduced and reported monthly

• Staff have clear roles, priorities and a regular meeting rhythm with the operations team

• Owners receive accurate, on-time monthly reports

Compensation

• Salary: per year, based on experience

• Benefits: health and dental benefits, mileage allowance, phone, paid vacation, professional development support