Assistant Property Manager, Residential

**Assistant Property Manager, Residential**

**Purpose of the role**:
The Assistant Property Manager, Residential is responsible for managing the operations of our 800+ suites in downtown Toronto and Brampton. This role reports directly to Senior Construction Manager and leads our Residential Management team and portfolio. The Assistant Property Manager ensures that our residential suites are kept up to standard, while also balancing business objectives and overall cost management. You will be responsible for managing maintenance cost/fees, developing efficient operational plans, effective staff management, and responding to tenant inquiries in a prompt and professional manner. This role encompasses a strong combination of interpersonal skills, administrative expertise, and resourcefulness.

**Reporting Relationship**:
This role reports directly to the Senior Construction Manager.

**Key Accountabilities**:
Overseeing the property management team and residential operations by:

- Reviewing suites on turnover and complete a scope of work consistent with established policies and procedures;
- Tendering and awarding maintenance operation contracts (obtaining best price/service);
- Following-up to ensure all deficient items are addressed in a timely manner;
- Issuing legal forms and notices, and following up on collections;
- Providing representation at LTB hearings;
- Remaining apprised of government legislation and bylaws affecting multi-residential properties;
- Managing all required building inspections including fire and life-safety, elevator, and roof-anchor;
- Maintaining a thorough knowledge and understanding of emergency procedures including fire, flood, and mold remediation;
- Ensuring compliance with both internal, public health and safety guidelines;
- Following all policies and Standard Operating Procedures as instructed by Management;
- Leading weekly team meetings;
- Contributing to the development and creation of Property Management processes and procedures (Handbook of Operational Procedures);
- Overseeing site inspections, addressing deficiencies in suites and common areas and ensuring work orders are processed as required; and;
- Troubleshooting and responding to after-hours issues regarding the facility.

**Leads the establishment and execution of residential business objectives by**:

- Analyzing issues and effectively finding the optimal solutions in a resourceful manner;
- Negotiating and managing service/vendor contracts;
- Ensuring timely collection of rents and fees;
- Monitoring receivables report for delinquency and assist with collection of delinquent rents (striving for zero arrears each month);
- Monitoring vacancy rate, devising solutions to mitigate vacancies, and alerting senior management if vacancies exceed expected outlined targets;
- Serving all legal documentation pertaining to non-payment of rent and/or further landlord/resident process or litigation as directed and in compliance with Residential Tenancy Act and;
- Reviewing and evaluating repairs and maintenance requests to ensure they meet budgetary and operational expectations.

**Oversees the daily administration of the properties by**:

- Overseeing property administrators, in-house cleaning and maintenance personnel, and third-party trades, as required;
- Overseeing escalated matters and resolving tenant concerns in a timely and professional manner;
- Maintaining positive and professional relationships with residents, vendors, and other stakeholders;
- Providing strong leadership and management direction for the Residential team;
- Maintaining all resident information in accordance with privacy rules and regulations;
- Providing administrative support including preparation of notices, attending tribunals and other resident relations;
- Managing Leasing Specialists, review market rent surveys, make recommendations to finance department regarding rent fees and diagnose move-out/reasons for non-renewed lease agreements;
- On-boarding and training of property management team (training Property Administrators on Yardi, best practices, and policies);
- Training Property Management team on adherence to environmental, GDRP, OHSA, AODA and Health and Safety policies and ensure compliance;
- Participating in health and safety investigation of incidents and insurance claims as required;
- Providing feedback on the efficiency of the tenant/customer service process and;
- Participating in special projects and perform other ad hoc duties as required.

**Expertise & Experience**:

- 7-10 years leading a Property Management function within a mid to large residential real estate portfolio consisting of mature high-rise buildings
- Strong interpersonal and communication skills (oral and written)
- Resourceful; ability to independently gather information and confidently make decisions
- Sound decision making, solid organization, time-management, and problem-solving skills are a must
- Ability to prioritize and manage competing tasks
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