Assistant Property Manager, Canada

Realterm • Dorval, QC

56d

About The Position

The Assistant Property Manager supports the operational, financial, and tenant-related performance of an assigned portfolio of Realterm properties in Canada. Working closely with the VP, Property Management, Senior Property Manager, and Property Managers, this role plays a key part in day-to-day property operations, tenant relations, financial administration, and compliance activities. The position is hands-on and coordination-heavy, with accountability across property operations, vendor management, tenant interface, and reporting, while also contributing to longer-term value creation initiatives and special projects.

Requirements

• Computer proficiency with Microsoft Office suite. Yardi experience a plus.
• Requires strong verbal and written communication skills and effective organizational and problem-solving skills. Self-initiator with the ability to solve problems. Also requires the ability to maintain an approachable, friendly demeanor and work with competing priorities and demands.
• Must also be able to develop effective working relationships with colleagues, owners, tenants and vendors.
• Must be organized and task oriented, able to work in a fast-paced, team-oriented environment with multiple deadlines, and adapt readily to changing priorities.
• Ability to draft and write detailed notes, provide communications to tenants and vendors, and help prepare reports and presentations in a clear and concise manner.
• Contingent on portfolio requirements and will require a security review process for airport badging.
• Vehicle to travel from site to site as required.
• Minimum 2 to 3 years of experience assisting with real estate/property management personnel and additional administrative support responsibilities.
• Bachelor’s degree or equivalent combination of education, training and/or additional experience is required.

Nice To Haves

• Yardi experience a plus.

Responsibilities

• Property Operations
• Support ongoing operational integrity of assigned properties, coordinate with site teams and vendors.
• Assist with service contracts, support capital projects.
• Contribute to cost-efficiency and ESG-aligned initiatives.
• Support compliance obligations; participate in due diligence projects.
• Provide on-call support for urgent matters as required
• Tenant Relations
• Serve as a key tenant contact from lease execution through expiry.
• Support onboarding and lease administration
• Coordinate tenant communications.
• Maintain tenant platforms.
• Support tenant satisfaction initiatives.
• Financial
• Prepare property business plan/budget and work with senior management to reforecast R&M and capital expenses as necessary.
• Provide monthly reporting regarding building operations and financial activity.
• Assist with the completion of annual property expense estimate and reconciliation process for assigned properties.
• Ensure utilities are billed back to the tenants as required.
• Responsible for monitoring and managing issues with AR/AP for the assigned properties.
• Support department on accounts payable research and follow up
• Prepare and track utility information (i.e. meter and account numbers) and billings to be invoiced back to tenants.
• Perform utility transfer process relating to acquisitions/dispositions and tenant activity.
• Assist in utility benchmarking, as required, including but not limited to invoices, data, and/or authorizations collection from tenants.
• Assist in preparation of owner reports, variance analyses and operating budgets.
• Assist with coordination of appraisal visits and documentation requests.
• Leasing and Marketing
• Keep involved with community affairs and business conditions that impact properties.
• Assist with property tours when requested.
• Assist leasing and development with lease negotiations, property expense analysis and operational implications.
• Monitor and maintain vacant spaces for “show ready” condition.
• Participate in airport and industrial real estate associations and events.
• Risk Management
• Ensure tenant and emergency contact lists are current for assigned properties.
• Implement emergency response plan at assigned properties.
• Coordinate training refreshers and annual fire drills with tenants.
• Identify and address any Fire life safety issues.
• Ensure tenant operations respect protocols (hot work permits, safe disposal etc).
• Assist with coordination of underwriter visits and subsequent recommendations.
• Administrative
• Competitively bid contracts for property services and strive to increase vendor database.
• Ensure documents are properly maintained on the Shared Drive.
• Working with Property Coordinators, ensure all tenant and vendor COIs are up to date for assigned properties.
• Complete property inspections and required reports.
• Complete tenant move-in and move-out documentation.
• Coordinate tenant related services with site management team.
• Coordinate tenant alteration consents.
• Complete annual property questionnaires.
• Perform special ad hoc projects outside assigned portfolio.

Benefits

• Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed.
• Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more.
• More information regarding benefits and total compensation will be provided during the hiring process.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level