Property Manager – Leasing & Operations
Data Pharms Inc., operating under HomeShare, is hiring a capable, self-directed Property Manager to manage leasing, property visits, maintenance coordination and day-to-day residential operations in Thunder Bay.
This is a hybrid administrative and field-based position. It is not an assistant role and is not fully remote. The successful candidate will be expected to organize their workload, take ownership of open matters, make practical day-to-day decisions and follow issues through to completion.
Previous property-management experience is helpful but not required. We are willing to train someone who demonstrates strong judgment, initiative, organization, communication, accountability and the ability to learn structured procedures and custom software.
Position details
- Part-time independent contract role averaging approximately 15–25 hours per week
- Compensation ranges from $22–$25 per hour, depending on experience, qualifications and overall fit
- Initial paid probationary contract period of approximately three to six months
- Hours may vary depending on leasing activity, property needs and seasonal workload
- After the probationary period, there may be an opportunity to negotiate a continuing contract, full-time position or salary arrangement
- Any future arrangement will depend on performance, reliability, availability, operational needs and mutual fit
- Future full-time employment, salary or benefits are not guaranteed
- Approved work-related driving between properties and appointments is compensated
- Approved business kilometres may be reimbursed at the company’s established rate
- Normal commuting to the first work location and home from the final location is not reimbursed
What you will be responsible forLeasing and applicant coordination
- Respond to rental inquiries professionally and within reasonable timelines
- Schedule and conduct unit showings
- Communicate clearly with prospective residents
- Track interested applicants and required follow-ups
- Review application information for completeness
- Organize approved lease and move-in documentation
- Coordinate approved move-ins, move-outs, turnovers and unit-readiness checks
- Maintain accurate records of conversations, appointments and next actions
- Follow up on incomplete applications and outstanding information
- Escalate approval decisions, lease changes and unusual exceptions to management
- Never promise applicant approval or change lease terms without authorization
Property visits and inspections
- Plan and complete scheduled property and unit visits
- Conduct move-in, move-out, turnover and general-condition inspections
- Take clear photographs that accurately document property conditions
- Write factual, useful notes that another team member can easily understand
- Identify cleaning, access, maintenance and safety concerns
- Determine and document the appropriate next action
- Follow identified issues until they are completed, reassigned or properly escalated
- Communicate respectfully with residents, applicants, contractors and coworkers
- Report urgent health, safety, security or property-damage concerns immediately
Maintenance coordination
- Receive, review and prioritize maintenance requests
- Recognize urgent water, electrical, security, access, health and safety risks
- Check whether an issue has already been reported or assigned
- Collect the information and photographs required to understand the issue
- Create clear work orders with the correct property, unit, scope and supporting details
- Dispatch approved maintenance workers with access instructions, safety notes, deadlines and spending limits
- Track work that is overdue, incomplete, rescheduled or waiting for information
- Follow up with workers, residents and internal staff without needing constant direction
- Keep updates attached to the correct work order
- Review completion notes, photographs, labour hours, materials and receipts
- Confirm whether the assigned work is complete before recommending closure
- Identify remaining work or deficiencies
- Escalate unsafe, unusual, unapproved or over-budget work
Records and daily operations
- Maintain an accurate overview of open work orders, property visits, showings, move-ins, move-outs and outstanding follow-ups
- Keep approved applicant, resident, unit, lease and work-order records current
- Record the next action, responsible person and due date for each open matter
- Organize appointments, reminders and competing deadlines
- Prepare concise written updates and handoffs
- Participate in regular operations reviews
- Identify stalled work and take action before deadlines are missed
- Maintain consistent digital records rather than relying on memory or informal conversations
- Escalate legal notices, arrears matters, safety concerns, privacy issues, unusual spending and policy exceptions to management
Independence and accountability
This position is intended for someone who can be given an objective and take responsibility for completing it properly.
The successful candidate must be able to:
- Plan and prioritize their own workload
- Work independently without constant reminders
- Take initiative while respecting approval limits
- Make practical day-to-day decisions
- Follow open matters through to completion
- Keep management informed without waiting to be asked
- Recognize when something requires approval or escalation
- Maintain records that clearly show what happened and what needs to happen next
- Ask questions when instructions, authority or risks are unclear
- Accept feedback and improve their work over time
- Balance independence with accountability
Required qualifications
- Able to work in Thunder Bay and attend scheduled property visits
- Valid Ontario G-class driver’s licence
- Dependable access to a reliable and properly insured vehicle
- Legally authorized to work in Canada
- Strong written, telephone and in-person communication
- Comfortable communicating with applicants, residents, contractors and coworkers
- Comfortable using email, smartphones, calendars, Google Docs, Google Sheets and shared digital records
- Able and willing to learn custom software
- Able to manage several active matters without losing track of important details
- Able to follow documented procedures
- Able to protect confidential applicant, resident and company information
- Willing to ask before acting when legal, financial, safety, privacy or authorization requirements are unclear
Who may be a good fit
Applicants may come from property management, administration, operations, hospitality, human resources, social services, scheduling, housing, customer service or another coordination-focused background.
Direct property-management experience is not mandatory. Transferable experience will be considered.
Strong candidates will demonstrate:
- Reliable follow-through
- Good organization and recordkeeping
- Clear and respectful communication
- Practical judgment
- Comfort solving unfamiliar problems
- The ability to remain calm under pressure
- Confidence learning new software and procedures
- Willingness to work both administratively and in the field
- Ownership of assigned responsibilities
How to apply
Apply through Indeed with your current résumé and complete all screening questions. A cover letter is not required.
Please use the screening questions to explain any relevant experience, transferable skills or examples that may not be obvious from your résumé. Generic or substantially incomplete applications may not be advanced.
Pay: $22.00-$25.00 per hour
Expected hours: 15.0 – 25.0 per week
Benefits:
Ability to commute/relocate:
- Thunder Bay, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Do you have dependable access to a reliable, insured vehicle for scheduled property visits and work appointments? Please answer Yes or No and briefly explain.
- Describe a time you had to learn unfamiliar software or a new process. What did you do when you were unsure, and how did you make sure your work was accurate?
- Give an example of how you tracked several follow-ups or open tasks at the same time. How did you record the next action, responsible person, and due date?
- You receive a report of water leaking near an electrical fixture while you are due at a property showing. What is your first action, what would you document, and who would you update?
- What interests you about learning a structured property-operations role that uses custom software and documented procedures?
- Are you comfortable with a proposed paid initial contract or trial period of approximately 3 to 6 months and a schedule averaging 15 to 25 hours per week with seasonal variation? Please answer Yes or No.
Licence/Certification:
- Ontario G-class driver's licence (required)
Work Location: In person
