Position: Assistant Property Manager

Location: Kitchener, Ontario

Reports to: Property Manager

Employment Type: Full-Time

Portfolio: Residential and Assisted Housing

Position Summary The Assistant Property Manager supports the Property Manager in the daily administration, coordination, and operation of the residential housing portfolio. The role helps ensure that properties are well-maintained, residents receive timely service, tenancy records remain accurate, and operational, financial, and regulatory requirements are met.

Working closely with the Property Manager, On-Site Superintendent, maintenance personnel, contractors, residents, and external agencies, the Assistant Property Manager helps coordinate maintenance activities, manage resident communications, maintain tenancy files, support rent administration, and monitor outstanding operational issues.

The ideal candidate is organized, detail-oriented, professional, proactive, and capable of managing multiple priorities while maintaining confidentiality and providing respectful service to residents.

Key Responsibilities

1. Property Operations and Maintenance Coordination

- Assist with the daily management and operation of residential properties.
- Receive, document, prioritize, and follow up on maintenance requests.
- Coordinate work orders, contractor appointments, property inspections, and repairs.
- Communicate with the In office Superintendent regarding cleaning, garbage and recycling, building conditions, and outstanding maintenance issues.
- Monitor outstanding work orders and ensure issues are escalated when necessary.
- Assist with preventive maintenance schedules, seasonal maintenance, and capital improvement projects.
- Obtain quotes and coordinate contractor access, subject to management approval.
- Maintain accurate records of maintenance activities, expenses, and completed work.

2. Tenant Relations and Communications

- Respond professionally to resident inquiries, complaints, and service requests.
- Communicate property policies, procedures, notices, and general information to residents.
- Document resident concerns and coordinate follow-up with the Property Manager.
- Assist with resident meetings, notices, and building communications.
- Support conflict resolution by gathering information and referring complex or sensitive matters to the Property Manager.
- Maintain confidentiality and ensure residents are treated fairly and respectfully.

3. Leasing and Tenancy Administration

- Assist with rental inquiries, property showings, applications, and tenant screening.
- Prepare and maintain lease documents, notices, correspondence, and tenancy records.
- Track lease expirations, rent increase dates, renewals, and other important deadlines.
- Assist with move-ins, move-outs, key control, inspections, and turnover coordination.
- Maintain accurate electronic and physical tenant files.
- Support compliance with Ontario's Residential Tenancies Act and applicable housing policies.




- Prepare documentation for the Property Manager's review and approval before issuing formal notices or taking enforcement action.

4. Rent Administration and Affordable Housing Support

- Assist with rent tracking, arrears monitoring, payment records, and follow-up on outstanding balances.
- Maintain accurate tenant information and supporting documentation.
- Assist with Rent-Geared-to-Income (RGI) reviews, household income verification, rent calculations, annual reviews, and interim changes, as assigned.
- Prepare and organize documentation required for reporting to the Region of Waterloo and other applicable funding or housing agencies.
- Track deadlines for tenant reviews, missing documents, rent adjustments, and required submissions.
- Support the preparation of RGI reports, rent rolls, occupancy reports, and other administrative records.
- Refer complex calculations, eligibility questions, disputes, and compliance concerns to the Property Manager.

5. Financial and Administrative Support

- Assist with invoice processing, expense tracking, purchase orders, and budget monitoring.
- Assist with Rent Cheque Deposits.
- Review invoices for completeness and coordinate approvals in accordance with established procedures.
- Maintain records of operating expenses, contractor costs, and property-related transactions.
- Assist with preparing monthly reports, rent rolls, arrears reports, and budget summaries.
- Organize financial documentation for audits, funding reviews, lender requests, and management reporting.
- Monitor administrative deadlines and maintain accurate records for management review.
- Ensure expenditures and commitments are approved by authorized personnel before proceeding.

6. Inspections, Compliance, and Risk Management

- Assist with routine property inspections and document deficiencies, damages, and safety concerns.
- Follow up on issues identified by the Property Manager, Superintendent, residents, or contractors.
- Maintain inspection reports, incident records, photographs, and supporting documentation.
- Assist with fire safety documentation, insurance requirements, regulatory inspections, and other compliance-related activities.
- Escalate emergencies, health and safety hazards, significant property damage, and potential legal or regulatory issues promptly.
- Support compliance with applicable legislation, organizational policies, funding agreements, and established procedures.

7. Communication and Team Coordination

- Serve as a liaison between the Property Manager, Superintendent, residents, contractors, suppliers, and external agencies.
- Maintain clear and timely communication regarding outstanding tasks, resident concerns, maintenance issues, and operational priorities.
- Assist with coordinating contractors, site visits,



inspections, and project schedules.
- Maintain task lists, calendars, records, and follow-up reminders.
- Provide administrative support for property management meetings and reporting requirements.
- Perform other reasonable duties related to the effective operation of the housing portfolio.

Qualifications and Requirements

- Post-secondary education in property management, business administration, real estate, accounting, or a related field is an asset.
- Previous experience in residential property management, leasing, housing administration, or a similar role is preferred.
- Knowledge of Ontario residential tenancy legislation and rental housing practices.
- Experience with tenant records, rent administration, maintenance coordination, and property management software.
- Knowledge of RGI housing, income verification, rent calculations, and reporting requirements is an asset.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Proficiency in Microsoft Office, spreadsheets, electronic document management, and property management systems.
- Ability to handle confidential information professionally.
- Ability to prioritize competing deadlines and work independently while supporting a management team.
- A valid driver's licence and reliable transportation may be required, depending on portfolio needs.

Key Performance Indicators Performance will be evaluated based on:

- Accuracy and completeness of tenant files and administrative records.
- Timeliness of RGI reviews, reporting, rent adjustments, and required submissions.
- Follow-up and resolution of maintenance requests and resident concerns.
- Accuracy of rent rolls, arrears records, invoices, and management reports.
- Compliance with deadlines, procedures, and approval requirements.
- Quality of communication with residents, contractors, management, and external agencies.
- Organization, reliability, and ability to identify and escalate issues proactively.

Authority and Reporting Structure The Assistant Property Manager reports to the Property Manager and operates within established policies, delegated authority, and approved budgets. The position supports day-to-day operations but does not independently authorize major expenditures, enter into contracts, make final tenancy or RGI eligibility decisions, or initiate significant legal action unless specifically delegated such authority in writing.

The Assistant Property Manager is expected to exercise sound judgment, maintain accurate records, protect confidential information, and escalate matters requiring management approval.

Overall Objective: To support the Property Manager in maintaining a well-managed, financially accountable, compliant, and resident-focused housing portfolio through effective administration, communication, coordination, and follow-through.

Pay: $19.00-$23.00 per hour

Expected hours: 40.0 per week

Benefits

- Casual dress
- On-site parking
- Paid time off

Work Location: In person

📌 Assistant Property Manager – Residential Housing - Full Time (Kitchener)
🏢 Hellenic Community
📍 Kitchener