Assistant Property Manager

2 weeks ago

Toronto, Canada JLL Full time

JLL supports the Whole You, personally and professionally.

Accountable for assisting the Property Manager with ensuring that all building (Operation and Administrative) and tenant-related issues are addressed and resolved. Working in collaboration with Building Operations, the Assistant Property Manager will also ensure that all preventative maintenance schedules are adhered to, maintenance standards met, and procedures followed. The role assists the Property Manager with the annual operating budgets, quarterly forecasting, monthly reports, as well as all non-standard owner specific reporting. Works closely with Property Assistant to ensure all administrative duties are being completed timely and accurately. This would include, but not limited to lease and contract administration, accounts receivable and payable, and management of various building and company sponsored systems and procedures. This job description does not represent a comprehensive listing of job duties that are required of the employee performing this role. We reserve the right to change duties or assign additional duties at any time with or without notice.

**Individual Responsibilities**:

- Be the primary point of contact for all tenant-related issues and ensure continuous communication with the tenants as it pertains to their business at the property. Attend to tenant requests and complaints promptly and in accordance with company standards and procedures and as directed by the Property Manager. (30 % time)
- Carry out administrative tasks i.e. prepare reports for damage and liability, process approved purchase requisitions, maintain procedures, rules and regulations for security, emergency and maintenance and tenant information packages. (20 % time)
- Assist the Property Manager with collection of rental payments and recoveries as specified in leases. In addition, reviews the accounts receivables and sets a plan to collect the aged receivables. (10% time)
- Organize all the information and data for preparing the annual operating budgets, quarterly reforecasting and monthly reports. Provide reports and analysis to the Property Manager on adherence and variances to the approved budget. (10% time)
- Manage all building related contracts and services, ensuring the contracts are being administered and all terms and work is being completed. This includes managing Certificates of Insurance. (10% time)
- Prepare special reports such as damage and liability report in a timely and accurate manner for the Property Manager’s review and approval. (5% time)
- Conduct daily inspection of the property to ensure that the maintenance standards set are either met or exceeded. Ensure that all procedures (maintenance, security, emergency, operations) are in place, current and followed. Suggest appropriate measures to minimize the company’s exposure to property damage and liability. (5 % time) Shared Responsibilities: (10% time)
- Assists the Property Director/Property Manager and the Appraisal Team, providing information on the property under review, so that decisions on appraised values are based on current and accurate information.
- Assists the Property Director/Property Manager and the Investment Team on due diligence efforts with the acquisition and disposition of properties, including tours of the property, reviewing the property condition reports with technical experts and financial reports.
- Work in collaboration with Property Director/Property Manager if there is one and Leasing on the tenant retention program to ensure optimal occupancy of the regional portfolio. Include the Marketing Team when conducting tenant event

**Job Requirements**:

- University or College degree preferred or working toward degree; enrollment in financial courses desirable.
- 3 to 5 years’ relevant experience in Class A commercial property management, including building management and financial analysis.
- Industry related certification or taking classes towards such certification, e.g., RPA or CPM certification courses
- Experience working with Budgeting software an asset.
- Knowledge of Microsoft Excel and Word. Lotus Notes would be a benefit.
- Ability to pay close attention during crisis situations.
- Anticipates tenants’ needs and takes proactive approach.
- Demonstrated tenant services skills, interpersonal skills and excellent oral and written communications skills.
- Ability to work effectively within a team.
- Demonstrated ability to manage numerous tasks and activities.
- Ability to prioritize appropriately to meet demands and expectations.

**Decision Authorities**:

- Makes routine decisions independently, exercises judgment on moderately complex issues.

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL
- We’re JLL—a leading

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