Property Manager Virtual Assistant Jobs in Ontario

At Drake Property Management, we believe our employees and residents are at the heart of what makes our residential communities great places to live. We are looking for an experienced, proactive, and team-oriented Assistant Property Manager to support the effective day-to-day operation of our residential communities.

Position Overview

Reporting to the Senior Property Manager, the Assistant Property Manager plays a key role in the day-to-day management of the assigned portfolio. The role supports building operations, leasing and resident relations, financial administration, maintenance coordination, compliance, and overall property performance. The successful candidate will be highly organized, hands-on, and solutions-focused, with strong operational awareness and the ability to identify opportunities to improve efficiency, resident satisfaction, and property performance.

Responsibilities

Leasing & Resident Retention

• Collaborate with the Leasing team throughout the leasing lifecycle, including applications, approvals, move-ins, move-outs, and showings as required.
• Conduct property and suite tours and maintain strong knowledge of building features, amenities, services, availability, and conditions.

Property Operations & Administration

• Maintain a strong working knowledge of building operations, systems, maintenance requirements, and property standards.
• Ensure property policies, procedures, and operations are followed in accordance with Drake standards and applicable legislation.
• Administer resident notices and support LTB-related processes in accordance with company procedures and legislation.
• Support purchasing, purchase orders, vendor coordination, and contract administration.
• Identify opportunities to improve processes, control costs, and enhance operational efficiency.
• Motivate, train, supervise, and support Site Staff as required.
• Supervise Site Staff to ensure timely and effective completion of work orders and preventative maintenance activities.

Financial Administration & Rent Collection

• Monitor rent collection, delinquency, and accounts receivable activity.
• Assist with resident follow-ups, payment arrangements, and collection activities in accordance with company policies and legislation.
• Support invoicing, coding, approvals, reconciliations, and accurate financial data entry in Yardi Voyager.
• Assist with budget tracking and expense monitoring, reporting variances and trends to management.

Resident Relations & Customer Service

• Respond to resident inquiries, concerns, and complaints in a professional, timely, and solution-oriented manner.
• Maintain strong resident relationships through regular communication, visibility, and proactive service.
• Foster a culture of exceptional customer service across the property team.
• Promote and support the use of the Rent Café Resident Portal and other resident communication tools.

Maintenance, Inspections & Health and Safety

• Conduct regular building, common area, and suite walkthroughs to identify deficiencies, maintenance needs, and safety concerns.
• Create, track, and follow up on purchase orders and work orders to ensure timely completion.
• Conduct annual, periodic, and pre-move-out suite inspections and coordinate required maintenance.
• Maintain an adequate inventory of move-in-ready suites.
• Coordinate with Site Staff and contractors to support timely completion of maintenance and preventative maintenance activities.
• Support compliance with fire safety plans, emergency procedures, health and safety requirements, and applicable legislation.
• Support capital projects and renovation programs as required.
• Participate in emergency and after-hours response as required.

Experience & Qualifications

• 2–4 years of experience in residential property management, hospitality, or a related field; post-secondary education in Property Management or a related discipline is an asset.
• Strong understanding of residential building operations and maintenance coordination.
• Working knowledge of rent collection, accounts receivable, invoicing, and financial administration.
• Strong verbal and written communication skills.
• Highly organized, detail-oriented, and capable of managing multiple priorities.
• Self-motivated, proactive, and solutions-focused.
• Strong customer service, relationship management, and conflict resolution skills.
• Team-oriented with a positive attitude and flexibility to meet operational demands.
• Knowledge of the Residential Tenancies Act, Fire Code, Building Code, and Landlord and Tenant Board processes is an asset.
• Ability to work flexible hours and respond to after-hours communications as required.
• Proficient with Yardi and mobile technology.
• Valid driver's license and access to a reliable vehicle.

How We Work

At Drake Property Management, we foster a culture of accountability, collaboration, and continuous improvement. This full-time, permanent role is based in Hamilton and typically operates Monday to Friday, 8:00 am–5:00 pm, with occasional after-hours work as required.