Assistant Property Manager - Commercial Properties

Position Summary

The Assistant Property Manager supports the day-to-day management and operation of a portfolio of commercial properties by assisting with tenant relations, financial administration, property operations, lease administration, and vendor coordination.

The portfolio consists of up to 1 million square feet of commercial properties in Calgary and High River, mostly shopping centres and office.

This role reports to the Senior Property Manager and works closely with the Operations Manager to ensure properties are professionally maintained, tenant obligations are enforced, and financial and operational objectives are achieved.

The Assistant Property Manager serves as a primary point of contact for tenants, contractors, and service providers while ensuring compliance with lease agreements, company policies, and applicable legislation.

Participation in an on-call rotation is required to respond to after-hours building emergencies, tenant issues, and operational incidents.

Key Responsibilities

Financial Administration

Accounts Receivable

- Monitor tenant accounts to ensure rent and additional rent are collected in accordance with lease agreements.
- Follow up on outstanding rent balances through telephone calls, emails, and written correspondence.
- Calculate, apply, and communicate late payment charges and interest in accordance with lease provisions.
- Prepare and issue notices relating to rent arrears and payment defaults.
- Prepare and distribute Year-End Statements of Account (YE SOAs) and respond to tenant inquiries.
- Assist with payment reconciliations and account adjustments.

Accounts Payable

- Create purchase orders for maintenance, repairs, and capital projects.
- Review vendor invoices for accuracy and lease compliance.
- Process invoices in accordance with company approval procedures.
- Coordinate with accounting to ensure timely vendor payment.
- Maintain accurate records of purchase orders, invoices, and supporting documentation.

Budgeting

- Assist in the preparation of annual operating and capital budgets.
- Monitor operating expenditures against approved budgets.
- Track variances and identify areas requiring management attention.
- Assist with forecasting operating expenses and capital requirements.
- Support the Property Manager during budget preparation and year-end reconciliation processes.





Tenant Administration

Certificates of Insurance

- Monitor tenant insurance expiry dates.
- Request and obtain updated Certificates of Insurance from tenants.
- Review certificates to ensure compliance with lease requirements.
- Maintain accurate insurance records and follow up on deficiencies.

Tenant Contact Information

- Maintain accurate tenant contact databases.
- Update emergency contacts, billing information, and operational contacts.
- Ensure tenant records remain current for operational and emergency purposes.

Tenant Service Requests

- Receive, triage, and coordinate tenant maintenance and operational requests.
- Prioritize service requests based on urgency and operational impact.
- Dispatch contractors and service providers as required.
- Monitor work order progress through completion.
- Communicate status updates with tenants and ensure timely resolution.
- Maintain accurate service request documentation.

Property Operations

Vacancy Inspections

- Conduct routine inspections of vacant suites.
- Identify maintenance deficiencies requiring attention prior to leasing.
- Verify security, cleanliness, lighting, HVAC operation, and overall suite condition.
- Coordinate corrective work to maintain market-ready premises.

Property Inspections

- Perform regular property inspections of interior and exterior common areas.
- Evaluate the overall first impression and presentation of each property.
- Identify maintenance deficiencies, safety concerns, housekeeping issues, and lease compliance matters.
- Document inspection findings with photographs and written reports.
- Coordinate corrective actions with operations staff and contractors.
- Follow up to ensure deficiencies are resolved.

Vendor Coordination

- Coordinate maintenance contractors and service providers.
- Schedule routine maintenance and repairs.
- Verify completion of contracted work.
- Maintain contractor documentation and service records.
- Ensure vendors comply with site rules and safety requirements.

Tenant Relations





- Develop and maintain qualified relationships with tenants.
- Respond promptly to tenant inquiries.
- Assist in resolving operational concerns and service issues.
- Support tenant move-ins, move-outs, and property orientations.
- Maintain a high standard of customer service while enforcing lease obligations.

Administrative Duties

- Maintain organized electronic and physical property records.
- Prepare reports, correspondence, notices.
- Assist with contractor quotations and procurement processes.
- Support capital projects and operational initiatives.
- Maintain confidentiality of company and tenant information.

Qualifications

Education

- Diploma or Degree in Business Administration, Commerce, Real Estate, Property Management, or a related field is considered an asset.

Experience

- Minimum 4-5 years of commercial property management, real estate administration, or related experience.
- Experience with commercial property management, budgeting, and financial administration preferred.

Knowledge

- Property management software (MRI, Yardi, Angus, or similar) considered an asset.

· Working knowledge of commercial building systems, including mechanical, electrical, plumbing, HVAC, fire and life safety systems is considered an asset.

- Budgeting and financial reporting.
- Accounts receivable and accounts payable processes.
- Microsoft Office Suite.

Working Conditions

- Combination of office and field work.
- Regular travel between properties.
- Frequent walking of commercial sites, including stairwells, parking areas, and mechanical spaces where required.
- On call and after-hours work to respond to operational issues or emergencies required.

Performance Expectations

Success in this role will be measured by:

- Timely collection of rent and reduction of outstanding receivables.
- Accurate processing of invoices and financial documentation.
- Effective budget monitoring and cost control.
- Prompt resolution of tenant service requests.
- High tenant satisfaction and professional tenant relationships.
- Accurate maintenance of lease and tenant records.
- Well-maintained, professionally presented properties.
- Completion of regular property inspections and timely correction of deficiencies.
- Compliance with company policies, lease requirements, and applicable legislation.

Work Location: In person

📌 Assistant Property Manager - Commercial Properties (Canada)
🏢 RYCO Properties
📍 Canada