Are You the Person Who Brings Order to Chaos?

Do you love a good checklist? Get a strange sense of satisfaction from improving a process? Find yourself thinking, "There has to be a better way to do this" and then actually figure out what that better way is?

Are you someone who can lead a team, juggle competing priorities, solve problems and still maintain a sense of humour when the unexpected happens?

If so, we'd love to meet you!

At Praetorian Management Group, we're a small, close-knit team with big plans for the future. We're proud of the business we've built, the relationships we've developed and the people who make it all happen. Now we're looking for someone special to join our team and help us grow.

We're not necessarily looking for a property management expert. We're looking for a natural leader, an exceptional organizer, a creative problem-solver and someone who gets genuine satisfaction from making things run better.

Someone who doesn't just want a job, but wants to be part of building something.

The Opportunity

We're looking for an Office & Operations Manager to help lead our small team, oversee our day-to-day operations, and bring fresh ideas, structure, and energy to the business.

Think of yourself as the person who keeps the wheels turning and occasionally figures out how to build better wheels.

You'll be responsible for keeping our office organized, supporting our staff, building and improving workflows and ensuring that the hundreds of little details involved in managing properties don't fall through the cracks

But this isn't simply a position where you'll maintain the status quo.

We want someone who will help us build a better business. Someone who enjoys creating systems, introducing efficiencies, embracing technology, and finding smarter ways to get things done.

You'll work closely with the company's owners, have a genuine voice in how we operate, and play an important role in shaping our future.

What You'll Be Doing:

Leading & Supporting Our Team

We're a small team, and everyone matters

- Lead, coach, and support our office and field staff
- Help create a positive, collaborative, and accountable work environment
- Establish clear expectations, responsibilities, and effective communication
- Coordinate workloads, schedules, and priorities to keep things moving
- Support hiring, onboarding, training, and employee development
- Be someone the team can count on for guidance, support and the occasional laugh

Creating Order, Systems & Better Workflows This is a big one!

- Review how things currently get done and identify opportunities to make them better
- Develop practical systems, checklists, procedures, and workflows that make everyone's job easier
- Create and maintain Standard Operating Procedures (SOPs) that people will actually use.
- Explore technology, automation, and new tools to reduce repetitive work and improve efficiency
- Ensure information, records, tasks, and follow-ups are organized, accessible, and accurate.
- Build processes that don't rely on one person remembering everything
- Help us work smarter, not just harder.

Keeping the Business Running Smoothly

- Oversee daily office operations and administrative activities
- Monitor incoming requests, correspondence, and outstanding tasks to ensure timely follow-up
- Coordinate with staff, contractors,



service providers, and business partners
- Help resolve problems and manage escalated client or tenant concerns
- Ensure deadlines, commitments, and operational priorities are consistently met
- Keep the owners informed of important developments while taking ownership of day-to-day decisions
- Be ready to roll up your sleeves when needed. We're a small business, and sometimes everyone pitches in!

Supporting Financial & Administrative Operations

- Oversee administrative processes relating to invoices, payments, receipts, and recordkeeping
- Coordinate with our bookkeeping and accounting partners
- Assist with payroll preparation, reporting, and other recurring administrative requirements
- Help ensure records are accurate, organized, and maintained consistently
- Identify opportunities to improve our financial and administrative workflows.

Who We're Looking For We're more interested in who you are, how you think, and how you work than finding someone who checks every box on a traditional résumé.

Our ideal candidate is someone who:

- Is exceptionally organized. You love creating structure, keeping track of details, and making sure things get done
- Is a natural people person and leader. You enjoy working with others, helping people succeed, and creating a positive team environment
- Thinks in systems. You don't just solve today's problem; you look for ways to prevent it from happening again
- Takes initiative. You see something that needs attention and take ownership rather than waiting to be asked
- Is comfortable with technology. You learn new software quickly and are excited about finding ways technology can make work easier
- Communicates well. You're approachable, professional, diplomatic, and comfortable having difficult conversations when necessary
- Can prioritize. You know how to manage competing demands without losing sight of the bigger picture
- Is adaptable. You're comfortable in a small business where priorities sometimes change and everyone occasionally wears more than one hat
- Has a sense of humour. We take our work seriously, but we don't believe we need to take ourselves seriously all the time
- Genuinely cares. About the quality of your work, the people you work with, and the success of the business.

Most importantly, you're someone who takes pride in making things run well and enjoys being part of a team. What Would Be Nice to Have?

- Experience supervising or managing a small team
- Previous experience in office management, business operations, administration, or a similar role
- Experience developing or improving business processes and procedures
- Familiarity with property management, real estate, or residential tenancy matters
- Experience with accounting software, property management platforms, or workflow automation tools
- Property management experience is an asset, not a requirement.

We can teach you about our industry, our systems,



and how we manage properties. What we're really looking for is someone with the right attitude, leadership abilities, organizational skills, and willingness to learn. Why Join Praetorian?

We're a small, locally owned Ottawa business with a close-knit team and some pretty big ambitions.

We're not a large corporation where you're just another employee. We're a small team that works closely together, supports one another, and genuinely cares about the people we work with.

We like to think of ourselves as a bit of a work family,…one where everyone contributes, everyone's ideas matter, and a sense of humour is always welcome.

We're proud of what we've built, but we're equally excited about where we're going.

We're growing, and we're looking for someone who wants to grow with us.

This is an opportunity to do more than simply manage an office. You'll have a real voice in how we operate, the freedom to introduce new ideas, and the chance to help shape the next chapter of our business.

We're looking for someone who will take ownership, embrace challenges, celebrate the wins with us, and genuinely care about helping the company and the people around them succeed.

We don't expect you to have all the answers. We do hope you'll enjoy helping us figure them out.

What We Offer

- Annual salary of $55,000–$60,000 (depending on experience)
- Full-time, in-person position in Ottawa
- Paid time off
- On-site parking
- Mileage reimbursement for approved business travel
- A supportive, close-knit team where your contributions are noticed and appreciated
- The opportunity to introduce ideas, improve systems, and make a tangible difference
- A chance to grow professionally alongside a company that's looking to do the same.

What Does Success Look Like? Within your first six months, we'd love to see you:

- Build strong working relationships with our team and develop a solid understanding of our operations
- Help establish clearer responsibilities, communication, and accountability
- Identify and improve some of our core administrative workflows
- Document key processes and introduce practical systems that make everyone's work easier
- Bring forward ideas that help us become more organized, efficient, and prepared for growth.

We're not expecting you to transform the business overnight. We are looking for someone who enjoys making steady, meaningful improvements and takes pride in seeing those improvements work. Interested? We'd Love to Hear From You!

We're not looking for perfection. We're looking for someone who's capable, dependable, curious, organized, and genuinely enjoys making things better.

If you're the type of person who sees a messy process and thinks, "Give me a little time,…I can fix that" you might be exactly who we're looking for.

And if you're looking for a place where your contributions are noticed, your ideas are valued and you can grow alongside the business, we'd love to meet you.

Apply today and tell us a little about yourself.

Bonus points if you share an example of a process you've improved, a system you've created, or a team you've helped become more effective.

We look forward to meeting you!

Pay: $55,000.00-$60,000.00 per year

Perks

- Mileage reimbursement
- On-site parking
- Paid time off

Work Location: In person

📌 Office/Operations Manager (Ottawa)
🏢 Praetorian Group
📍 Ottawa