We are looking for an organized and proactive Assistant Property Manager to support the daily operations of a large property in Toronto, Ontario. This role works under the guidance of the Property Manager, Development Manager, and / or General Manager, providing dependable and timely administrative and operational support for the property. The position acts as a primary liaison for tenants and external vendors and helps improve office processes and systems to maintain a well-organized and productive work environment.
Primary Duties
Tenant Relations and Service
- Deliver friendly, professional, and prompt service to all tenants
- Handle standard tenant questions autonomously, directing complex matters to management as needed
- Contribute to planning and executing tenant engagement programs, events, and special projects as assigned
Building Operations and Facility Oversight
Assist with all aspects of tenant move-ins and move-outs, such as distributing access cards, coordinating signage, and preparing orientation packetsHelp manage tenant maintenance requests and preventive maintenance tasksParticipate in the launch and support of new operational and facility-related projectsDraft and maintain monthly cleaning reports, track service quality, and manage feedback or service creditsPrepare and send tenant communications, such as updates regarding rent or policy changesCollect and process tenant payments, promptly recording and tracking chequesMonitor janitorial supply levels, conduct audits, and initiate restock orders for management approvalSupport marketing efforts and the coordination of tenant events or building activitiesDraft, edit, and organize documents, correspondence, reports, and presentationsMaintain accurate digital and paper filing systems in line with document retention practicesRegularly update databases for tenant and vendor contacts, emergency information, and contractor recordsOrganize and submit expense reports related to property managementConduct annual checks to verify tenant insurance documentation is up-to-date and meets property requirementsManage scheduling for meeting spaces and handle related logistics and materialsDistribute incoming and outgoing mail and coordinate courier deliveriesOversee the operation of office equipment and arrange technical support when necessaryHelp prepare leasing documents and assemble materials for review by managers or ownersFinancial and Administrative Functions
Offer administrative assistance to the property management and operations teams, as well as landlordsCommunicate with the accounting department to resolve detailed inquiries from tenants or suppliersMaintain purchase order records and track tenant chargebacks for regular review with managementHandle accounts receivable under the supervision of the ControllerEnsure supplier invoices are coded correctly, approved, and submitted for processingAddress vendor payment questions and resolve account issuesCompile and update monthly accounts receivable summaries for managementProfessional Background and Education
3-5 years of administrative or office-based work experiencePrevious background in property management or real estate is requiredExperience with legal or contract administration is an advantageStrong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Experience with Yardi 7S is a plusKey Skills and Competencies
Exhibits a positive attitude and fosters teamworkEager to learn and enhance professional skillsSolution-focused with the ability to anticipate challenges and take initiativeClear grasp of job duties and their relevance to organizational goalsProactively identifies process improvements and adheres to best practicesDedicated to providing superior tenant and customer supportAdaptable and resourceful in a dynamic setting, effectively managing multiple tasksExercises sound judgment and conducts work ethically and responsiblyStrong oral and written communication abilitiesCapable of working independently, meeting deadlines, and maintaining high performance under pressureDemonstrates integrity, professionalism, and respect in all interactionsRobert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.
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