Key Duties and Responsibilities

The Assistant Property Manager will support the daily operation of a portfolio of office and retail properties, with a focus on tenant relations, service requests, and coordination with the Property Manager and Operations Managers. The successful candidate will exercise sound judgment, resolve routine tenant matters independently within established authority, and take responsibility for following issues through to completion.

· Manage day-to-day tenant relations: Act as the primary contact for tenant inquiries, operational concerns, and service requests. Build solid tenant relationships through responsive communication and consistent follow-through.

· Investigate and assess tenant concerns: Gather the information needed to understand each issue, determine its urgency, and identify appropriate next steps. Resolve routine matters within delegated authority and coordinate with the appropriate Operations Manager where building maintenance or contractor involvement is required.

· Own tenant requests through resolution: Log and track service requests, obtain progress updates from the Operations Managers, follow up on outstanding items, and confirm with tenants that concerns have been addressed.

· Coordinate tenant arrangements for contractor work: Liaise with tenants regarding access, scheduling, unit entry, preparation requirements, and anticipated disruptions. Communicate these arrangements to the Operations Managers to support completion of the work.

· Communicate maintenance and service updates: Prepare and distribute notices regarding scheduled maintenance, inspections, repairs, service interruptions, and other building activities. Keep affected tenants informed of changes, delays, and expected completion timelines.

· Support resolution of ongoing service issues: Identify repeated complaints or unresolved concerns, gather relevant details, and work with the Property Manager and Operations Managers to establish next steps and communicate the response to tenants.

· Lead weekly operations meetings:



Prepare the agenda and lead weekly meetings with the Operations Managers and relevant property management staff to review outstanding tenant concerns, maintenance requests, upcoming work, and service issues. Confirm priorities, responsibilities, and timelines, document action items, and follow up to ensure completion.

· Coordinate preventive maintenance and inspection access: Work with the Operations Managers to notify tenants and arrange access for HVAC servicing, fire and life safety inspections, and other scheduled building activities.

· Coordinate building access schedules: Work with building operators and Operations Managers to update access schedules in Keyscan and Kantech based on tenant requirements, building operating hours, and operational needs.

· Respond to tenant security concerns: Gather details of reported access or security issues, coordinate the appropriate internal response, and keep affected tenants informed. Retrieve security footage as authorized and report camera or access system issues to the Operations Managers.

· Coordinate tenant move-ins and move-outs: Arrange keys, access credentials, utility account changes, building information, and move logistics. Communicate operational requirements to the appropriate team members and follow up on outstanding items.

· Administer parking arrangements: Maintain parking assignments and records, respond to tenant parking inquiries and complaints, and coordinate enforcement matters with designated parking providers and management.

· Maintain and track service contracts: Keep service contracts and vendor records current, track expiry dates, renewal deadlines, and notice requirements,



and coordinate timely reviews with the Operations Managers and Property Manager. Monitor tenant feedback for potential service deficiencies and follow up with the Operations Managers to ensure concerns are addressed in accordance with contracted service requirements.

· Maintain awareness of property conditions: Conduct periodic property visits and tenant check-ins to identify service concerns, common-area issues, and operational deficiencies. Record findings and coordinate follow-up with the appropriate manager.

· Maintain accurate records: Keep tenant correspondence, service requests, access records, notices, and operational information current and organized. Document actions taken, outstanding items, and resolutions.

· Exercise judgment and escalate appropriately: Address routine tenant matters without unnecessary referral. Promptly escalate emergencies, significant service disruptions, sensitive disputes, and matters requiring management approval, supported by relevant information and recommended next steps.

· Perform other related tenant service, property administration, and operational coordination duties as assigned.

Qualifications

· Minimum three years of commercial property management, tenant services, or operations experience, preferably with office and retail properties.

· Demonstrated ability to independently resolve tenant concerns and follow issues through to completion.

· Practical understanding of building operations and experience coordinating with tenants, building operators, and Operations Managers.

· Strong judgment, communication, organization, and follow-up skills, with the ability to manage competing priorities.

· Experience leading meetings and tracking service contracts, deadlines, and action items.

· Proficiency in Microsoft Office; experience with Keyscan, Kantech, or property management software is an asset.

Pay: $70,000.00-$80,000.00 per year

Benefits:

- Casual dress
- Dental care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: In person

📌 Assistant Property Manager – Commercial Operations (Calgary)
🏢 Alliance West Asset and Property Management
📍 Calgary