Commercial Property Manager

**The Company**

**Summary of Role**

Note that individuals having only residential property management experience will not be considered for this role.

**Responsibilities**
- Property Site Maintenance - Responsible for all activities related to the running and maintenance of a portfolio of commercial properties: _
- Establish and maintain relationships with tenants; attend to tenant complaints, violations, and issues
- Manage daily property requirements, such as repairs and upkeep
- Coordinate ongoing maintenance and inspections to comply with all relevant laws, codes, and company policies
- Ensure all necessary contracts are in force and renewed in a timely manner for all properties: insurances, HVAC, cleaners, landscaping, snow removal, security services, etc.
- Approve quotes for ad hoc services needed (up to approval limit), such as repairs
- Manage vendor relationships
- Manage relationships and issues as they arise with utility companies
- Enforce lease terms as and when required
- Respond quickly to emergencies, such as damage caused by extreme weather
- Manage property access, including tenant key control
- Facilitate the landlord’s meeting of its regular lease obligations in a pragmatic, efficient, timely, and cost-effective manner
- Bring significant issues to the immediate attention of senior management
- Administration & Reporting - Maintaining proper records and reporting to senior management: _
- Maintain lease files and manage all lease administration
- Track all tenant-related accounts receivables
- Collate rent roll and communicate to bank
- Record and invoice charges to tenant for services paid by landlord
- Collect tenant insurance reports, as specified in property leases
- Manage MPAC filings for all properties
- Approve purchase orders for services in Re-Leased system
- Manage leases in Re-Leased system
- Proactively manage and process lease renewals and extensions
- Maintain and organize all correspondence with tenants and third parties
- Collect and synthesize lease data as required for reporting
- New Tenant Management - Manage the process of finding and securing new tenants for leased spaces: _
- Manage rental listings with realtors
- Research rental market and propose rental rates to senior management that cover current and future planned costs and that achieve profitability targets
- Review and submit offers to lease to senior management for approval
- Conduct viewings of units
- Interview tenants and conduct background checks of prospective tenants
- Document and communicate new tenants’ needs to senior management
- Oversee legal drafting of lease contracts to match terms of offer
- Confirm that new tenants meet lease terms, such as security deposit and other conditions
- Set up new lease in Re-Leased system
- Coordinate the preparation of leased space for new tenant
- Coordinate old tenant move-out and new tenant move-in
- Financial Management_
- Prepare budget and reconcile TMI at least annually
- Manage and track property maintenance budgets; report significant variances
- Forecast cash requirements for scheduled expenditures
- Confirm receipt of rent payments from tenants as per lease agreements/schedules; take action to deal with discrepancies
- Review and approve all property-related expenses and other costs
- Track and periodically report overall financial performance by property and by tenant
- Long Term Planning_
- Regularly inspect properties for damage, adherence to regulatory and company standards, and for areas of improvement
- Plan long-term capital improvements
- Keep abreast of regulatory developments that impact property management, and include them in plans
- Plan for periodic renovations with existing tenants, and with incoming tenants
- General_
- Explore opportunities to improve properties managed, relationships with tenants and other stakeholders
- Proactively look for ways to manage risks and prevent problems before they occur
- Accept ownership for identifying and resolving problems, both proactively and as situations arise
- Respond to priorities and requests assigned, on a dynamic ongoing basis

**Personal Characteristics**
- Professional and well-presented
- Energetic, positive and pro-active attitude
- Exceptional organizational, problem-solving, and interpersonal skills
- Excellent time-management and attention to detail
- Good at negotiating and managing conflicts
- Capable of making good decisions in practical, hands-on situations
- Can both get things done independently and work well in a small team
- Able to flexibly work on a sometimes-unpredictable schedule

**Skills & Qualifications**
- Post-secondary degree and/or recognized industry certification (e.g. RPA) preferred
- At least 4 years of experience as a Commercial Property Manager, ideally with an owner-managed firm(s)
- 1-2 or more years of people management experience ideal
- Knowledge of Ontario property regulations, GTA experience a plus
- Established relationships with contractors