Administration Assistant Jobs in Whitby, ON (NOW HIRING)

Founded in 1988, and headquartered in Toronto, Tricon is one of North America's preeminent rental housing providers.

Tricon was one of the first movers to enter Toronto's purpose-built rental apartment sector with scale in 2016 and is developing the highest quality multi-family portfolio in North America's fastest growing city. Tricon is the leader and most active developer in the marketplace with a 6,000+ pipeline of new units. At Tricon, we are reimagining rental living - Tricon properties are concentrated in prime downtown Toronto locations, and are defined by design excellence, signature resort-quality amenities, exceptional customer service, and lifestyle programming that fosters connections and builds community. To learn more, please visit: Tricon Toronto.

Job Description

The Assistant Property Manager, Commercial provides operational, financial, lease administration, and tenant-focused support to the Property Management team. The Assistant Property Manager supports the day-to-day management of assigned commercial properties, helping to ensure responsive tenant service, accurate administration of lease obligations, timely reporting, and compliance with Tricon standards.
Working with Property Management, Leasing, Accounting, Asset Management, Operations, tenants, vendors, and service providers, they support property administration, issue resolution, and service delivery. The Assistant Property Manager is a detail-oriented and service-minded individual manages competing priorities across property operations, financial reporting, lease administration, tenant support, and project coordination.
Our Toronto corporate office is located in Bloor-Yorkville, offering a central, transit-accessible location surrounded by restaurants, shops and neighbourhood amenities.

Essential Duties and Responsibilities:

Property Management & Operations

• Assist with the day-to-day management and administration of assigned commercial properties.

• Conduct regular inspections of buildings, common areas, vacant spaces, and tenant areas to help maintain property standards.

• Monitor tenant maintenance requests, dispatch vendors as required, track work orders through to completion, and support service contract administration, vendor coordination, and performance tracking.

• Maintain accurate tenant contact information, emergency contacts, insurance certificates, and related property records.

• Coordinate with Property Management, Leasing, Accounting, Asset Management, Operations, tenants, vendors, and service providers to support effective property operations and issue resolution.

• Support tenant relations and retention efforts, including responding to tenant inquiries, assisting with communications, property tours, tenant engagement initiatives, and events.

• Support compliance with building maintenance, health and safety, and operational standards.

Project Management & Lease Administration

• Support the coordination of construction, capital, maintenance, and tenant improvement projects.

• Assist with tenant move-ins and move-outs, including documentation, communication, scheduling, and operational coordination.

• Review, interpret, abstract, and maintain lease information to support accurate administration of tenant obligations, key dates, charges, recoveries, cost pools, billings, and lease-related payments.

• Escalate lease, operational, tenant, vendor, or project-related issues where appropriate.

Financial Administration & Reporting

• Assist with annual budgeting, forecasting, monthly reporting, owner reporting, financial statement review, and variance analysis.

• Review invoices, issue purchase orders, ensure proper coding, and support timely payment processing.

• Review tenant billings, rental charges, adjustments, CAM and tax reconciliations, recoveries, and rental/recovery statements to help ensure alignment with lease terms.

• Support rent collection, accounts receivable reporting, and follow-up on outstanding balances.

• Track retail tenant sales reporting and support percentage rent billings, where applicable.

• Prepare reports, summaries, reconciliations, and other documentation to support property operations and financial reporting.

Qualifications:

• Working knowledge of commercial property operations, tenant service, vendor coordination, and building administration.

• General understanding of property accounting, including invoices, purchase orders, budgets, recoveries, billings, and reporting.

• Ability to read, interpret, and apply lease terms to property administration, tenant billings, and operational requirements.

• Proficiency in Microsoft Office, including Outlook, Word, and Excel.

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders.

• Clear written and verbal communication skills.

• Service-oriented and professional, with the ability to build positive relationships with tenants, vendors, and internal partners.

• Detail-oriented and comfortable working with leases, financial information, reports, and operational documentation.

• Proactive, resourceful, and able to follow through on competing priorities.

• Collaborative and comfortable working across multiple internal teams and stakeholder groups.

• Practical problem-solver with sound judgment and a high degree of accountability.

• Able to balance responsiveness, accuracy, and professionalism in a fast-paced environment.

Minimum Requirements:

• 5+ years of relevant experience in commercial property management, property administration, lease administration, real estate operations, or a related field.

Preferred Attributes:

• Post-secondary education in business, real estate, finance, property management, or a related field.

• Experience with Yardi or another property management/accounting system.

• Experience supporting commercial, office, retail, mixed-use, or similar real estate portfolios.

• Experience with CAM and tax reconciliations, tenant recoveries, retail sales reporting, or percentage rent billings.

• Property management designation, or progress toward a relevant designation, is considered an asset.

Work Schedule: This is a full-time, in-office position. Employees are expected to work onsite Monday through Friday during regular business hours, with occasional visits to commercial properties in downtown Toronto.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job, including:

• Frequently required to sit, talk, and hear.

• Frequently required to stand and move; use hands to grasp, squeeze, finger, handle, and feel; reach, push, and pull with hands and arms; occasionally required to twist; reach overhead; stoop, kneel, squat, bend, and crouch.

• Occasionally lift, carry, and move up to 10 pounds.

• Vision abilities required by this job include close vision, distance vision, and depth perception.

Salary Range

Placement within this compensation range will be determined by the candidate's knowledge, experience and skills.

$67,600.00 - $112,660.00This position is eligible for a discretionary bonus based on company performance and individual contribution as well as an attractive benefit and wellness package.

At Tricon, we are committed to creating a workplace where every individual is valued for their unique contributions, experiences, voices, and backgrounds. By embracing these principles, we aim to positively impact our business and the communities we serve, creating a lasting legacy where everyone can thrive.

We pride ourselves in providing a fair and equitable hiring process and will gladly review accommodations requests at any point in our selection process. If you require an accommodation, please contact our Human Resources department at AccessibilityHR@triconhomes.com. Please include your name and position that you will be applying for in the subject line and someone from our team will reach out to assist.

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