Assistant Property Manager

Jim Pattison Developments Ltd.; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

A property management company in Calgary is seeking an Assistant Property Manager to provide administrative and tenant support. The successful candidate will assist with tenant inquiries, manage rent collection, and conduct property inspections. Ideal candidates should have at least 2 years of experience in property administration and proficiency in Microsoft Office, particularly Excel and Word. A valid driver's license and reliable transportation are required. This position offers a chance to work in diverse property management environments.

Qualifications

• 2+ years of previous experience in commercial property administration or similar role.
• Ability to prioritize tasks effectively and work independently.
• Valid driver’s license and reliable transportation required.

Responsibilities

• Provide general administrative support to the Property Management team.
• Assist with tenant inquiries and maintain tenant relationships.
• Support the rent collection process and monitor payments.
• Conduct regular property inspections to identify issues.
• Coordinate and schedule maintenance requests from tenants.

Skills

Strong communication skills

Organizational skills

Proficiency in Microsoft Office

Conflict resolution

Education

High school diploma or equivalent

Property management education

Tools

Microsoft Office

Yardi

Avid

Angus AnyWhere

Job description

Jim Pattison Developments is seeking a highly motivated and detail oriented individual to join our team as an Assistant Property Manager. The successful candidate will report to the Senior Property Manager and provide administrative, operational, and tenant-facing support to the Property Management team that oversees a mixed portfolio of industrial, office, and retail assets. The ideal candidate is a strong administrator with experience working alongside a multidisciplinary team, has strong communication skills (verbal and written) demonstrating attention to detail, and the ability to work independently.

Responsibilities

• Administrative Support: Provide general administrative support to the Property Manager or Property Management team. This may include answering phone calls, responding to emails, scheduling appointments, managing calendars, and maintaining office supplies.
• Tenant Relations: Assist with tenant inquiries, concerns, requests, and move in/outs. Serve as a point of contact for tenants, addressing their questions or routing them to the appropriate person for assistance. Maintain positive tenant relationships and ensure tenant satisfaction.
• Rent Collection: Support the rent collection process by monitoring tenant payments, issuing rent reminders, and following up on any overdue payments. Assist in resolving rent-related issues and coordinate with accounting or finance departments as needed.
• Budgets: Support budget tracking, operating expense recoveries, and assist with annual operating budgets and forecasts.
• Supporting leasing activities as required by coordinating property tours and assisting with vacant space showings.
• Property Inspections: Assist in conducting regular property inspections to identify any maintenance or repair needs, safety concerns, or lease violations. Document inspection findings and coordinate with maintenance personnel to address any issues identified.
• Maintenance Coordination: Coordinate and schedule maintenance and repair requests from tenants or property managers. Communicate with maintenance staff, contractors, and vendors to ensure timely completion of work orders and resolution of issues. Maintain maintenance records and update property management software or databases.
• Communication and Coordination: Facilitate effective communication and coordination between property management team members, tenants, property owners, and other stakeholders. Drafting and handling correspondences, distributing notices/memos, and ensure proper documentation of communications.
• Vendor Management: Assist in managing relationships with vendors and contractors. This includes obtaining quotes for services, issuing purchase orders, coordinating maintenance or repair work, following up on completed work, and ensuring vendors' compliance with contractual agreements.
• Property Documentation and Records Management: Maintain accurate and organized property records, including lease agreements, tenant files, maintenance logs, financial documents, utilities usage, tenant occupancy and other property-related documentation. Ensure compliance with record-keeping requirements and data protection policies.
• General Support: Provide general support to the property management team, including assisting with special projects, conducting research, and contributing to process improvement initiatives. Participate in emergency response and after-hours support on an as-needed basis. Undertake additional tasks or projects as assigned by the Senior Property Manager or Property Management team.

Qualifications

• High school diploma or equivalent (additional property management education is a plus).
• 2+ years of previous experience in commercial property administration or a similar role.
• Strong proficiency with Microsoft Office, especially Excel and Word.
• Familiarity with Yardi, Avid, and Angus AnyWhere is an asset.
• Strong organizational and communication skills (verbal and written).
• Demonstrates maturity, confidence, and tact, particularly when dealing with difficult issues or conflict.
• Ability to prioritize tasks and has strong organizational skills.
• Ability work independently and as part of a team, with minimal supervision.
• Must have a valid driver’s license and reliable transportation.