Position Summary
The Property Manager is responsible for the day-to-day management, financial performance, tenant relations, and operation of a portfolio of commercial properties comprising up to approximately 1 million square feet across Calgary and High River, primarily consisting of shopping centres and office properties.
Reporting to the Senior Property Manager, the Property Manager works closely with the Operations Manager, accounting team, contractors, and other internal stakeholders to ensure properties are professionally managed and maintained, tenant and landlord obligations are administered in accordance with lease agreements, and established financial and operational objectives are achieved.
The Property Manager serves as a primary point of contact for tenants, contractors, and service providers and is expected to take ownership of assigned properties and matters from identification through resolution. The role requires sound judgment, strong financial and organizational skills, practical knowledge of commercial property operations, and the ability to effectively administer lease requirements.
Participation in an on-call rotation is required to respond to after-hours building emergencies, tenant issues, and operational incidents.
Key Responsibilities
Property Management & Portfolio Oversight
- Manage the day-to-day operation and administration of assigned commercial properties.
- Take ownership of property-level operational, financial, tenant, and administrative matters through resolution.
- Develop a thorough understanding of each assigned property, including leases, building systems, service contracts, operating requirements, capital requirements, and tenant obligations.
- Monitor property performance and identify operational, financial, maintenance, and tenant-related matters requiring action.
- Coordinate with the Operations Manager on significant property matters, capital requirements, tenant defaults, and operational risks.
- Ensure properties are maintained and operated to an appropriate commercial standard and in accordance with approved budgets and company requirements.
- Identify opportunities to improve operating efficiency, property presentation, tenant service, and cost control.
Financial Management
Accounts Receivable
- Monitor tenant accounts and ensure rent, additional rent, and other amounts are collected in accordance with lease agreements.
- Take responsibility for the timely collection of outstanding receivables.
- Follow up on outstanding balances through telephone calls, emails, written correspondence, and formal notices where appropriate.
- Calculate, apply, and communicate late payment charges, interest, and other amounts in accordance with applicable lease provisions.
- Prepare and issue notices relating to rent arrears and payment defaults.
- Review tenant ledgers and investigate discrepancies, short payments, unapplied payments, and account adjustments.
- Coordinate with accounting regarding payment application, reconciliations, tenant credits, and account corrections.
- Prepare and distribute Year-End Statements of Account (YE SOAs) and respond to tenant inquiries regarding reconciliations and adjustments.
- Escalate material or recurring arrears and defaults to the Senior Property Manager as required.
Accounts Payable & Procurement
- Create and approve purchase orders within delegated authority for maintenance, repairs, operating expenditures, and capital projects.
- Review vendor invoices for accuracy, contractual compliance, completion of work, and appropriate property allocation.
- Ensure expenditures are supported by appropriate quotations, purchase orders, contracts, work orders, and other documentation.
- Process invoices in accordance with company approval procedures and coordinate with accounting to facilitate timely payment.
- Review recurring service invoices against applicable contracts and identify discrepancies.
- Maintain appropriate records of purchase orders, invoices, quotations, approvals, and supporting documentation.
- Assist with contractor procurement, tendering, and quotation processes.
Budgeting & Financial Reporting
- Participate in the preparation of annual operating and capital budgets for assigned properties.
- Develop and maintain an understanding of property revenues, recoverable operating costs, utilities, service contracts, repairs and maintenance, property taxes, and capital expenditures.
- Monitor actual operating expenditures against approved budgets.
- Review monthly financial results and investigate material variances.
- Prepare variance explanations and identify matters requiring corrective action or management attention.
- Assist with forecasting operating expenses and capital requirements.
- Identify potential cost savings and opportunities to improve operating efficiency.
- Support year-end operating cost and property tax reconciliation processes.
- Assist with capital planning and preparation of multi-year capital expenditure forecasts.
Lease Administration & Compliance
- Develop a working knowledge of the leases applicable to assigned properties.
- Administer operational and financial lease requirements in coordination with the Senior Property Manager and accounting team.
- Monitor tenant compliance with lease obligations, including operating requirements, maintenance responsibilities, insurance, permitted use, signage, repair obligations, and other applicable provisions.
- Prepare correspondence and notices relating to lease compliance and operational matters.
- Review leases when determining responsibility for repairs, maintenance, utilities, operating costs, and other property matters.
- Maintain accurate lease and tenant records and ensure material correspondence and documentation is appropriately retained.
- Coordinate tenant move-ins, move-outs, fixturing, access requirements, and property orientations.
- Escalate significant lease defaults, disputes, or interpretation matters to the Senior Property Manager as appropriate.
Tenant Administration
Certificates of Insurance
- Monitor tenant insurance expiry dates and compliance requirements.
- Request and obtain updated Certificates of Insurance.
- Review certificates against applicable lease requirements and identify deficiencies.
- Follow up with tenants regarding missing, expired, or deficient insurance documentation.
- Maintain complete and current insurance records.
Tenant Records
- Maintain accurate tenant contact information, including emergency contacts, billing contacts, operational contacts, and other relevant information.
- Ensure tenant records are current and readily available for operational and emergency purposes.
- Maintain appropriate records of tenant correspondence, notices, approvals, and material operational matters.
Tenant Service & Relations
- Serve as a primary management contact for tenants within the assigned portfolio.
- Determine appropriate action based on urgency, operational impact, lease responsibility, and property requirements.
- Dispatch and coordinate contractors and service providers where required.
- Monitor work orders and service requests through completion.
- Communicate appropriate status updates to tenants and internal stakeholders.
- Investigate recurring service issues and coordinate permanent corrective action where practical.
- Maintain a high standard of tenant service while consistently administering and enforcing lease obligations.
- Address tenant concerns professionally and escalate significant disputes or matters as required.
Property Operations
Property Inspections
- Conduct regular inspections of assigned properties, including interior and exterior common areas, parking areas, service areas, mechanical spaces, and other property components as required.
- Evaluate the overall first impression, cleanliness, maintenance, safety, and presentation of each property.
- Identify maintenance deficiencies, safety concerns, housekeeping issues, building system concerns, and potential lease compliance matters.
- Document significant findings through photographs, inspection reports, work orders, or other appropriate records.
- Assign and coordinate corrective actions with operations staff, contractors, and tenants as applicable.
- Follow up to confirm identified deficiencies have been appropriately addressed.
- Identify recurring deficiencies and recommend longer-term corrective measures where appropriate.
Vacancy Management
- Conduct routine inspections of vacant premises.
- Monitor security, cleanliness, lighting, HVAC operation, plumbing, temperature, and general suite condition as applicable.
- Identify repairs and maintenance required to preserve the premises and maintain market readiness.
- Coordinate corrective work and turnover requirements.
- Assist with preparation of vacant premises for leasing activities and tenant possession.
Building Operations & Vendor Management
- Coordinate maintenance contractors, consultants, and service providers.
- Schedule and oversee routine maintenance, inspections, repairs, and corrective work.
- Review contractor recommendations and quotations for reasonableness, scope, and operational necessity.
- Verify completion and quality of contracted work before approving invoices where appropriate.
- Monitor contractor performance and compliance with service agreements.
- Maintain contractor documentation, service reports, inspection records, and applicable certifications.
- Ensure contractors comply with property rules, access procedures, insurance requirements, and applicable safety requirements.
- Work closely with the Operations Manager on mechanical, electrical, plumbing, HVAC, roofing, fire and life safety, security, landscaping, snow removal, and other building systems and services.
- Assist in investigating building deficiencies and coordinating appropriate repairs or replacement recommendations.
Capital Projects
- Assist in identifying and prioritizing capital repair and replacement requirements.
- Develop scopes of work and obtain competitive quotations or proposals.
- Assist with tendering and contractor selection.
- Coordinate approved capital projects with contractors, consultants, tenants, and operations staff.
- Monitor project schedules, budgets, change orders, and completion.
- Review project invoices and supporting documentation.
- Participate in project inspections and deficiency reviews.
- Maintain appropriate project records, warranties, close-out documentation, and supporting information.
Risk Management & Emergency Response
- Identify and report property conditions that may create operational, safety, financial, or liability exposure.
- Coordinate corrective action for identified risks.
- Assist with insurance claims, incident documentation, and emergency response where required.
- Participate in fire and life safety programs, inspections, testing, and corrective work.
- Participate in the on-call rotation and respond to after-hours property emergencies and operational incidents.
- Coordinate emergency contractors and internal resources as required.
- Document significant incidents and ensure appropriate follow-up is completed.
Administrative & Reporting Duties
- Maintain organized and complete electronic and physical property records.
- Prepare professional correspondence, notices, reports, scopes of work, and other property documentation.
- Maintain accurate documentation of significant tenant, contractor, financial, and operational matters.
- Assist with management reporting and property performance reviews.
- Support portfolio initiatives, acquisitions, transitions, capital programs, and other projects as assigned.
- Maintain confidentiality of company, financial, tenant, and property information.
Qualifications
Education
- Diploma or Degree in Business Administration, Commerce, Real Estate, Property Management, or a related discipline is preferred.
- Professional property management or real estate education is considered an asset.
Experience
- Minimum 5-6 years of progressive commercial property management experience, preferably as a Commercial Property Manager involving retail, shopping centre, office properties.
- Demonstrated experience independently managing day-to-day tenant and property matters.
- Experience with commercial lease administration and tenant relations.
- Experience with budgeting, financial reporting, accounts receivable, accounts payable, and operating cost administration.
- Experience coordinating contractors, maintenance programs, repairs, and capital projects.
- Experience managing multiple properties or a geographically dispersed portfolio is considered an asset.
Knowledge & Skills
- Strong working knowledge of commercial property management principles and practices.
- Ability to read and administer commercial lease provisions relating to rent, operating costs, maintenance responsibilities, insurance, tenant obligations, and property operations.
- Strong financial literacy, including budgeting, variance analysis, accounts receivable, accounts payable, and expense management.
- Working knowledge of commercial building systems, including HVAC, mechanical, electrical, plumbing, roofing, building envelope, fire and life safety, and security systems, is considered a strong asset.
- Experience with property management and accounting systems such as MRI, Yardi, Angus, or similar platforms is considered an asset.
- Strong proficiency with Microsoft Office, particularly Excel, Outlook, and Word.
- Strong written and verbal communication skills.
- Strong organizational, analytical, and problem-solving abilities.
- Ability to manage multiple priorities, contractors, tenants, deadlines, and properties concurrently.
- Ability to exercise sound judgment and determine when matters require escalation.
- Valid driver's licence and ability to regularly travel between properties.
Working Conditions
- Combination of office and field-based work.
- Regular travel between properties throughout Calgary and High River.
- Frequent walking and inspection of commercial properties, including parking areas, rooftops, stairwells, vacant premises, service corridors, and mechanical spaces where required.
- Periodic attendance at construction, maintenance, and capital project sites.
- Participation in an on-call rotation and availability for after-hours operational issues and emergencies is required.
Work Location: In person
