PORTFOLIO MANAGER KEY ASSETS

City of Toronto•Toronto, ON

10d•CA$115,672 - CA$160,649•Onsite

About The Position

This role is within the Corporate Real Estate Management Division, Key Assets section. The position involves developing and implementing detailed plans, managing staff, overseeing daily operations, and administering budgets. The Portfolio Manager will lead the implementation of asset-specific management plans, provide strategic leadership in risk mitigation, and analyze performance data to inform resource allocation and service improvement strategies. The role also involves leading cross-Divisional initiatives to enhance portfolio efficiency and service delivery, ensuring regulatory compliance, and managing documentation and reports. The position drives daily operational activities in alignment with City policies and objectives, manages staff development, and provides strategic input into budget planning. The role requires providing guidance to senior management, managing financial transactions, coordinating lease agreements, monitoring facility conditions, and ensuring vendor performance. It also involves leading the development of asset work plans, analyzing tenant feedback, serving as a primary point of contact for inquiries, and maintaining relationships with internal and external partners. The Portfolio Manager will lead capital project planning and delivery, ensure compliance with health and safety regulations, and develop presentations for senior management and Council. Regular site inspections, independent decision-making, and process improvement initiatives are also key aspects of this role. The position ensures continuity of operations and upholds safety and inclusivity in the workplace.

Requirements

Post-secondary education in Business Administration, Public Administration, Real Estate, Property or Facilities Management, Engineering, Urban Planning, Finance, or a related discipline, or an equivalent combination of education and experience.
Demonstrated experience leading, supervising, and coaching multidisciplinary teams in a complex, unionized or public-sector setting.
Strong leadership capability to motivate staff, foster collaboration, support continuous learning, and promote innovation and accountability.
Extensive experience managing a diverse portfolio of property, including operational oversight, tenant relations, and service delivery accountability.
Proven ability to implement and manage asset-specific management plans, work plans, and service reviews aligned with organizational objectives.
Strong knowledge of facility condition assessment, maintenance coordination, inspections, and quality assurance standards.
Experience coordinating lease agreements, renewals, compliance monitoring, and issue resolution in collaboration with legal, facilities, and operational partners.
Demonstrated experience developing, administering, and monitoring operating and capital budgets within approved authorities.
Proven ability to analyze financial performance, control expenditures, and recommend cost optimization and resource allocation strategies.
Strong ability to prepare business cases, financial justifications, and scenario analyses to support investment and service decisions.
Strong experience identifying, assessing, and mitigating operational, financial, and reputational risks across asset portfolios.
Demonstrated ability to ensure compliance with the Ontario Occupational Health and Safety Act, applicable codes, City policies, and contractual obligations.
Demonstrated ability to balance operational continuity with capital project delivery. Strong skills in monitoring project progress, addressing issues proactively, and ensuring compliance with safety, quality, and contractual standards.
Advanced ability to analyze performance data, tenant feedback, and operational metrics to identify service gaps and improvement opportunities.
Strong judgment and ability to exercise independent decision-making within delegated authority on operational, financial, and tenant-related matters.
Experience using portfolio management systems, financial and property management platforms, and digital tools to support maintenance tracking, reporting, and data-driven decision-making.
Familiarity with relevant legislation including, Occupational Health and Safety, Employment Standards Act, labour relations, human rights, Workplace Safety & Insurance Board (WSIB), and other applicable government legislation.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Nice To Haves

Professional designation(s) such as PMP, CFA, CPA, or equivalent asset/property management credentials are considered an asset.

Responsibilities

Develops and implements detailed plans and recommends policies regarding program specific requirements.
Manages, motivates and trains the unit's staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Supervises the day-to-day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and controls vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.
Develops, recommends and administers the annual budget for the unit, and ensures that the unit's expenditures are controlled and maintained within approved budget limitations.
Leads the implementation of asset-specific management plans in collaboration with the Portfolio Manager and cross-functional teams, ensuring that operational goals, risk considerations, and service standards are consistently met.
Provides strategic leadership in identifying, assessing, and mitigating operational, financial, and reputational risks across the assigned portfolio, fostering proactive risk management and organizational resilience.
Analyses performance data, conducting scenario planning, and developing business cases that inform resource allocation, capital investment, and service improvement strategies.
Leads cross-Divisional initiatives that enhance portfolio efficiency, improve service delivery outcomes, and contribute to long-term value creation and organizational performance.
Ensures service delivery, regulatory compliance, and operational continuity, while providing recommendations on risk management, investment priorities, and partner engagement.
Manages the preparation, maintenance, and accuracy of documentation and reports required by internal and external partners, ensuring all records meet established standards and audit requirements.
Drives the execution of daily operational activities in alignment with City policies, procedures, and strategic objectives, and ensures that deliverables are completed.
Manages the onboarding, coaching, and performance development of staff, ensures adherence to standard operating procedures.
Provides strategic input into the development, monitoring, and reporting of operating and capital budgets, monitors financial performance against targets, and recommends measures to optimize resource use and cost efficiency.
Provides in-depth guidance to senior management in property management and key assets, strategic advice, and specialized solutions to support organizational objectives and inform decision-making.
Manages financial transactions including purchase orders, invoice approvals, and rent collection, ensuring accuracy in revenue tracking, arrears management, and financial reporting to support transparency and fiscal integrity.
Coordinates lease agreements and renewals in accordance with council and corporate standards, manages tenant relations, and addresses lease compliance issues in collaboration with legal and operational teams.
Monitors the physical condition of assigned facilities, coordinates required maintenance activities with Facilities staff and conducts regular inspections to identify service gaps and enforce quality assurance standards.
Ensures that external vendors and contractors perform services in accordance with established contractual obligations, performance measures, and safety requirements, and addresses any deficiencies in a timely manner.
Leads the development of asset work plans and participates in periodic service delivery reviews to evaluate effectiveness, identify improvement opportunities, and align outcomes with strategic goals.
Analyzes tenant feedback and operational data to identify gaps in service delivery and to enhance tenant satisfaction and operational outcomes through development and implementation of innovative solutions.
Serves as the primary point of contact for internal and external inquiries related to assigned assets, provides accurate information and guidance, and ensures professional and timely resolution of customer service requests.
Maintains and strengthens working relationships with internal Divisions, community partners, and service providers to facilitate collaboration, issue resolution, and the achievement of shared operational objectives.
Leads the planning, coordination, and delivery of capital projects by monitoring schedules and milestones, managing contractors and consultants, reporting on progress and risks.
Ensures that all assigned duties are performed in accordance with the Ontario Occupational Health and Safety Act, relevant codes, and City policies; reports hazards and incidents promptly, and conducts safety audits to promote a secure working environment.
Develops and presents briefing notes and presentations to the senior management team, Councilors, the Mayor's office, and partners in council, public, or project-related engagements.
Conducts regular site inspections and walkthroughs within assigned assets to monitor construction progress, ensure compliance with safety and quality standards, and address operational issues; performs daily inspections during active construction or maintenance projects to maintain oversight and continuity of operations.
Exercises independent decision-making within delegated authority in operational, financial, and tenant-related matters; prioritizes maintenance and inspections, approves financial transactions, manages arrears processes, and determines escalation needs to ensure timely and effective resolution.
Provides leadership through effective delegation, coaching, and team coordination, offers advisory input on budgetary planning, lease management, project risk assessment, and partner engagement to support strategic decision-making.
Identifies and implements process improvements to enhance service efficiency and accuracy, leverages portfolio management systems and digital tools to optimize maintenance tracking, financial reporting, and data-driven decision-making.
Ensures continuity of operations during leadership absences, maintaining service quality, fiscal accountability, and public trust; upholds OHSA compliance and promotes a safe, inclusive, and high-performing workplace.