Role summary

The Assistant Director of Property Management runs the department's administration so the Director can focus on the portfolio. The role owns recruiting and onboarding, Landlord and Tenant Board (LTB) files, fire and health and safety compliance, and municipal property standards orders. It also reviews property financials, supports the Director and Property Managers, and leads the department's coordinators.

Key responsibilities

Recruiting and onboarding

- Run Property Management recruiting with HR, from confirming the job description through posting, screening, interviews, references and the hiring recommendation

- Ensure postings meet Ontario requirements: expected pay range, AI-use disclosure, vacancy status and no Canadian experience requirement

- Onboard new staff: first-day plan, keys, fobs, equipment and system access, orientation and policy training, and 30-, 60- and 90-day check-ins

- Keep employee files complete and coordinate offboarding, including return of keys, fobs and equipment

Landlord and Tenant Board

- track LTB applications (e.g., L1, L2, L9), prepare evidence

- Track each file from notice through order, payment plan or Sheriff enforcement, and report status to the Director

- Work with Property Managers and Finance so arrears files reach the LTB on time with accurate ledgers

Property compliance: fire, health and safety

- Maintain a compliance calendar for each building covering Ontario Fire Code inspections and testing, fire safety plans and drills

- Support Occupational Health and Safety Act compliance, including workplace inspections, incident reports, health and safety representatives or committees, and required training

- Coordinate superintendents,



the Maintenance Coordinator and contractors to book, complete and document compliance work

Property standards orders and violations

- Serve as the point of contact for municipal property standards orders, violation notices and by-law complaints

- Log each order and deadline, assign and follow up on the work, and confirm compliance with the municipality

- Request extensions or appeals as needed and escalate at-risk deadlines to the Director

Financial reviews

- Support the annual budget process, rent increase notices and arrears reporting for each property

Support to the Director and Property Managers

- Support the Director with correspondence, meeting agendas and minutes, briefing notes and department reporting

- Support Property Managers with tenant escalations, documentation, notices of entry, inspections and coverage during absences

- Write and maintain the department's administrative procedures

Other duties

- Other duties as assigned by the Director of Property Management

Qualifications

- 2+ years in residential property management administration, including LTB files

- Working knowledge of the Residential Tenancies Act, Ontario Fire Code and Occupational Health and Safety Act

- Proficiency with Yardi (or a similar system) and Microsoft 365

- Strong organisation and follow-through, with experience leading or coordinating the work of others

- A designation such as RPM, CPM or ACMO is an asset

- Valid Ontario driver's licence and a reliable vehicle for travel between properties

Pay: $65,000.00-$75,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life insurance
- In office parking

Work Location: In person

📌 Assistant Director of Property Management (Kingston)
🏢 Patry Group of Companies
📍 Kingston