Assistant Property Manager

The Assistant Property Manager (APM) is a key operational role responsible for supporting the day to day administration, financial processes and maintenance coordination of assigned properties. This position combines core responsibilities of both administrative and service coordination functions, ensuring seamless execution across leasing, resident accounts and maintenance operations.

The APM is responsible for the execution, coordination and day to day administration of operational tasks, including maintaining accurate records, coordinating service delivery and supporting resident satisfaction. The Property Manager retains full oversight, ownership and accountability for financial accuracy, compliance, resident experience and overall property performance.

In the absence of the Property Manager (vacation, illness, or other leave), the APM will step in to assume Property Manager responsibilities to ensure continuity of operations and service delivery.

The Assistant Property Manager reports to the Property Manager.

Key responsibilities of the position are as follows:

Financial Administration and Resident Accounts

• Maintain accurate and timely resident records in Yardi, including move-ins, move-outs, and lease renewals.
• Record receipts, monitor accounts receivable daily, and follow up on outstanding balances.
• Manage rent collections, EFT/PAD setups, post-dated cheques, and deposits.
• Prepare and issue notices (arrears, rent increases, terminations) in compliance with the Residential Tenancies Act.
• Reconcile resident ledgers and ensure all charges, adjustments, and chargebacks are accurate.
• Track lease renewals and coordinate renewal offers and documentation.
• Liaise with site and corporate teams to ensure financial accuracy and compliance.
• Maintain organized and compliant resident files (digital and physical).

Financial Administration and Resident Accounts

• Manage and triage all incoming maintenance requests from multiple channels (portal, email, walk-ins, etc.)
• Prioritize, assign, and monitor work orders to ensure timely completion.
• Coordinate suite turns, make-ready processes, and contractor scheduling to meet leasing timelines.
• Issue purchase orders and verify receipt of goods and services.
• Liaise with contractors, suppliers, and maintenance staff to coordinate work and timelines.
• Conduct quality checks on completed work and ensure accuracy in PO/invoice processing.
• Maintain key, fob, and security access systems, including regular audits.
• Communicate proactively with residents regarding maintenance scheduling and follow-ups.
• Ensure maintenance chargebacks are accurately captured and communicated.

Property Operations and Administration

• Support move-in and move-out processes, including inspections and documentation.
• Maintain parking, storage, and ancillary revenue items in Yardi.
• Ensure office organization, supply management, and daily administrative functions are completed.
• Assist with on-site coordination of contractors and service providers.
• Support leasing activities, including documentation, and unit availability tracking.
• Participate in community engagement initiatives and resident communications.

Resident Experience and Communication

• Deliver responsive and professional communication to residents.
• Coordinate with internal teams to resolve resident concerns efficiently.
• Follow up on service requests to ensure satisfaction and escalate concerns when required.
• Support a consistent and positive resident experience across all touchpoints.

Leadership Support & Coverage

• Provide operational support and coordination across the property team.
• Step into Property Manager responsibilities during absences, including:
• Tenant relations and issue resolution
• Oversight of maintenance and operations
• Coordination with contractors and staff
• Decision-making aligned with company policies and procedures
• Assist in ensuring compliance with company standards, policies, and