Property Management Assistant Jobs in Quebec (NOW HIRING)

As we continue to plan for growth within our residential portfolio, we are looking to connect with experienced Property Management professionals who may be a strong fit for our team. Our Property Managers support the day-to-day operations of our residential properties located on the island of Montreal

As a Property Manager, you will be responsible for overseeing the day-to-day operations of our properties to ensure a positive living experience for our tenants while managing tenant relations, collecting rents, coordinating with maintenance staff and outside contractors, and ensuring that all properties are operating efficiently while delivering high quality customer service. The successful candidate will demonstrate professionalism skills, effective communication, and a comprehensive understanding of property management principles.

Responsibilities:

• Tenant Relations: Serve as the main point of contact for routine tenant inquiries, ensuring prompt and accurate responses. Manage tenant relations, including handling tenant requests, complaints, and concerns in a professional and timely manner. Assist in resolving tenant issues by preparing and distributing notices, escalating complex matters to the appropriate personnel as needed.
• Rent Collection: Collect and maintain accurate records of rent payments. Perform rental collections through cheque collection, door knocking, emails, and phone calls.
• Property Inspections: Conduct regular property inspections to ensure compliance with safety regulations, cleanliness, and general upkeep. This includes weekly full portfolio inspections, weekly vacant unit checks, and daily property inspections with Concierges.
• Maintenance Coordination: Coordinate with maintenance staff, outside contractors, vendors, and execute timely, cost-effective, and high-standard property maintenance, repairs, and renovations. Conduct in daily phone calls with all maintenance team members to identify issues and take required action. Oversee property maintenance, including issuing purchase orders and getting quotes.
• Lease Management: Oversee lease agreements, including distribution and negotiation of lease renewals and coordination of move-ins and move-outs procedures. Prepare move-in packages and manage the ''make ready'' turnover process. Conduct move-in and move-out inspections. Deliver lease renewals.
• Budget Management: Assist with the preparation and management of annual property budgets. Conduct monthly budget and financial reviews and provide insights and recommendations to optimize property operations.
• Human Resources: Support the Regional Operations Manager in performance reviews, hiring process, and other HR matters relevant to the portfolio. Manage the maintenance team and handle HR tasks related to the team, including approving timesheets and time-off requests.
• Legal and Compliance: Handle eviction processes with bailiffs as necessary. Ensure compliance with applicable laws and regulations related to property management in Quebec.
• Communication and Meetings: Participate in regular meetings to ensure effective communication and coordination, including weekly operations and regional breakout meetings, as well as in-person meetings with the Regional Operations Manager and Concierges.
• Capital Projects: Coordinate with the Capital Repositioning team as required, including providing tenants with capital work notices.
• Administrative Duties: Manage administrative tasks such as sending tenant and building notices, monthly updates of intercoms, parcel system, and Emplace screens, and maintaining detailed property records covering leases, inspections, maintenance and related information.
• Site Presence: Maintain presence in the site office per prescribed schedule and rotate offices within the portfolio (if applicable) to ensure visibility with tenants.
• Marketing and Leasing: Assist with the marketing and leasing of vacant units tasks and information.
• Emergencies: Stay updated on emergencies at the properties and ensure matters are resolved.
• Ad Hoc Work: Perform other maintenance and administrative tasks as required.

Requirements:

• Bachelor's degree in Business Administration, Real Estate, or a related field preferred.
• At least 2 years of experience in residential property management or a related field.
• Knowledge of applicable laws and regulations related to property management in Quebec.
• Strong customer service skills and the ability to build positive relationships with tenants, contractors, and vendors.
• Ability to effectively manage their time and prioritize tasks.
• Excellent communication, interpersonal, and organizational skills
• Strong problem-solving skills with the ability to work independently and as a team.
• Proficient in Microsoft Office and property management software (for example: Hopem, Yardi, etc.)
• Fluent in English and French

If you are a driven professional with a passion for creating vibrant communities, customer service and a strong understanding of property management, we encourage you to apply for this exciting opportunity, and your resume, as well as any relevant certifications or references.