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Portfolio Manager

3 weeks ago

Edmonton, Alberta, Canada Leston Holdings Full time

Established in 1980, Leston Holdings Ltd. is committed to owning and operating a high-quality real estate portfolio with integrity. As a family-owned company, we believe in responsible development committed to residents and connected to community.

The purpose of this job description is to outline the responsibilities associated with the role of
Portfolio Manager.
  While the following is a summary of the key position duties and requirements, it does not form a comprehensive listing. Additional responsibilities, duties and skills may be required for the role.

Leston Holdings emphasizes a team approach and expects every person to perform any reasonable task or request that is consistent with fulfilling company objectives.

The
Portfolio Manager
is responsible for the strategic oversight and operational performance of a portfolio of residential properties. This role provides leadership and guidance to Property Managers, ensuring alignment with company objectives, policy compliance, financial targets and customer service excellence. The Portfolio Manager acts as a key liaison between site operations and senior management, while fostering a results-oriented, collaborative work environment.

The
Portfolio Manager
reports to the Director of Properties.

Key responsibilities of the position are as follows:

Operations

·       Ensure consistent operational standards across all managed sites, including maintenance, leasing, cleaning, compliance, tenant services and property condition.

·       Oversee adherence to applicable legislation including the Alberta Residential Tenancies Act, Health & Safety standards and internal policies.

·       Ensure risk mitigation strategies are implemented across all properties (e.g., inspections, incident tracking, vendor compliance).

·       Identify operational challenges or gaps and implement solutions collaboratively with site teams.

·       Conduct regular property audits and implement action plans to maintain consistent compliance with internal standards.

·       Interact and effectively communicate directly with ownership and the Senior Management team on financial performance, property operations, staffing and tenant relations.

·       Conduct scheduled and unscheduled property inspections on a weekly basis.

·       Monitor and review weekly metrics including but not limited to leasing, vacancy, traffic reports, work orders, mtm ratios, and accounts receivable processes.

·       Conduct monthly vacant suite inspections.

·       Manage and mitigate risk with the Property Manager(s) and Director of Properties; reviewing incident reports, identifying risk exposure and submitting recommendations for action.

·       Act as the final approver on all portfolio resident lease renewals ensuring compliance with Legislation and adherence to affordable housing program requirements.

·       Ensure operational documentation is accurate, timely, and compliant with procedures.

·       Liaise with accounting to ensure proper financial reporting and procedures.

·       Work with accounting for budget accuracy.

Financial Administration and Reporting

·       Oversee rent collection and vacancy loss management strategies across the portfolio.

·       Prepare and review outstanding past resident files for internal and external collection efforts.

·       Approve purchase orders and operational invoices in concert with company policies.

·       Prepare draft annual operating budgets for portfolio in partnership with Property Manager and in collaboration with Director of Properties.

·       Review monthly operating statements to evaluate property performance, ensure alignment with budgets, and implement corrective action when needed.

·       Prepare and present monthly portfolio performance reports, collaborating with Marketing and Leasing Managers, to Senior Management and ownership providing comprehensive insight and metrics included but not limited to operations, financial performance, leasing, and marketing outcomes.

Customer Service

·       Ensure site staff are resourced to deliver professional and timely service.

·       Implement conflict resolution strategies with employees and residents, acting as the first point of contact regarding property-level escalations.

·       Monitor key performance indicators (KPIs) such as tenant satisfaction, renewal rates and service response times.

·       Review community engagement initiatives to ensure alignment with Leston's values and branding.

Human Resources

·       Overseeing recruitment, interviewing and hiring processes to ensure appropriate staffing level and alignment of skills within the portfolio.

·       Provide direct supervision, support and coaching to assigned Property Managers.

·       Review and approve employee timesheets, mileage logs and other payroll related submissions to ensure accuracy, compliance and timely processing.

·       Monitor performance of direct reports, conduct regular evaluations and develop training, and implement performance improvement plans with Director of Properties if needed.

·       Facilitate and conduct training for direct reports, ensuring employees have the knowledge and tools required to perform their job duties.

·       Ensure appropriate site coverage and development of succession planning across the portfolio.

·       Promote accountability, professional development and a culture of continuous improvement.

Direct Reports:
Property Manager(s)

Schedule

·       Monday to Friday, business hours may vary dependent on property needs.

·       Flexibility to work month-end, regardless of weekend or statutory holiday status.

·       Availability for after-hours issues, emergencies or high priority site visits.

Competencies and Qualifications

Education

·       High school diploma plus relevant post-secondary education in business administration, hospitality, real estate and/or customer service education.

·       In depth knowledge of the Alberta Residential Tenancies Act, Ministerial Regulations, Fire Safety Protocols and related legislation.

·       ARM and CPM preferred. Licensed Real Estate Associate in the Province of Alberta is an asset.

Experience

·       Minimum of 5 years' experience in the Residential Property Management Industry including multi-site supervision or regional leadership.

Leadership and Staff Development

·       Experience leading diverse site teams and managing change in fast-paced environments.

·       Proven experience in recruiting, training and evaluating team members to ensure high performance and professional growth.

·       Capacity to foster a collaborative and inclusive work environment that promotes staff engagement and retention.

·       Demonstrated ability to lead in crisis management and emergency situations.

Financial Acumen

·       Strong understanding of financial reporting, budgeting and capital planning.

Communication and Interpersonal Skills

·       Excellent verbal and written communication skills for effective interaction with residents, staff, vendors, and prospects.

·       Ability to handle difficult situations, resolve conflicts and handle complaints with professionalism and empathy.

·       Able to deliver messages and facilitate difficult conversations with diplomacy and tact.

·       Strong negotiation skills for effective interactions with prospects, residents, vendors and the like.

Organization and Multi-Tasking Abilities

·       Proven ability to prioritize effectively, manage multiple tasks concurrently and maintain attention to detail under pressure.

Strategic Planning

·       Ability to resolve problems using facts and sound reasoning.

·       Ability to set and achieve goals using a strategic approach.

·       Proven self-starter with a willingness to adapt to new ideas and changes.

Technical Proficiency

·       Demonstrated experience with property management software (Yardi preferred), Microsoft Office suite, and digital communication platforms.

·       Ability to adapt to emerging technologies enhancing Property Management processes.

Requirements

·       
Valid Alberta driver's license, proof of insurance and reliable vehicle.

·       Clear security clearance and credit check.

This job description is a summary of the key position requirements and is not a comprehensive listing. Additional responsibilities, duties and skills may be required for the position.