Property Manager/Property Coordinator

Waterloo South, CanadaTitle Senior Property Manager / Property Coordinator
Company Y Property Management Inc.
Reports to Director of Development & Asset Management
Direct reports Property administrators, leasing and site staff (as assigned)
Location Waterloo Region office, with regular travel to properties in Cambridge, Kitchener, Waterloo, London, Tillsonburg, Port Severn and Port Dover
Employment type Full-time, permanent
Hours Standard business hours, plus participation in the after-hours emergency rotation
About Y Property Management
Y Property Management owns and manages a mixed-use portfolio of roughly 15 properties across Southwestern and Central Ontario. Alongside our own assets, we provide property management services to third-party owners.Commercial retail and office buildings, including multi-tenant plazas and national-brand tenantsSingle-family homes and condominium unitsDevelopment land and active residential development projectsRole Summary
The Senior Property Manager / Coordinator is the central point of accountability for the day-to-day operation of every property we manage. You will oversee commercial and residential properties, direct property staff, and keep tenants, owners, vendors and our internal team aligned.You will work closely with our General Manager and Maintenance Manager to set priorities, coordinate work across sites, and make sure issues are resolved quickly, budgets are respected, and properties are run to a consistent standard.Key Responsibilities
Oversee day-to-day operations across all managed properties: commercial, multifamily, single-family and condominiumConduct regular site inspections and maintain property condition reportsSet and enforce consistent operating standards, procedures and checklists across the portfolioServe as the primary escalation point for property-level issuesStaff leadership and coordination
Direct, schedule and support property administrators, leasing and site staffAssign work, set priorities and follow up to ensure tasks are completed on timeTrain and onboard new staff;
provide ongoing coaching and feedbackRun a regular operations meeting with the General Manager and Maintenance ManagerTenant and owner relations
Act as the main point of contact for commercial and residential tenantsRespond to tenant requests and complaints promptly and professionallyPrepare monthly property reports for ownership and third-party clientsSupport onboarding of new management clients and propertiesLeasing and lease administration
Coordinate leasing activity: marketing vacancies, showings, applications and screeningAdminister leases, renewals, rent increases, notices and move-ins/move-outsTrack critical dates: expiries, renewal options, rent escalations and insurance certificatesCoordinate commercial tenant fit-outs and landlord work with the Maintenance ManagerMaintenance and capital work
Work with the Maintenance Manager to prioritize work orders and preventive maintenanceObtain and review vendor quotes;
manage contractors, service agreements and scopes of workHelp plan and track capital projects against budget and scheduleCoordinate the after-hours emergency response processPrepare and manage annual operating budgets for each propertyMonitor rent collection and arrears;
follow up on outstanding balancesReview and approve invoices within delegated authorityPrepare commercial CAM, tax and insurance recoveries and year-end reconciliationsAnalyze budget variances and recommend corrective actionCompliance and risk
Ensure compliance with the Residential Tenancies Act, Commercial Tenancies Act, Ontario Building and Fire Codes, OHSA and AODAPrepare and file Landlord and Tenant Board applications and attend hearings as requiredMaintain fire safety plans, inspection records and life-safety system testing schedulesManage insurance claims and incident reportingKeep property files, leases and records complete, organized and current in our property management softwareQualifications
Required
5+ years of property management experience, including at least 2 years in a supervisory or senior coordinator roleExperience managing both commercial and residential propertiesWorking knowledge of the Ontario Residential Tenancies Act, Commercial Tenancies Act and Landlord and Tenant Board processExperience preparing operating budgets, reviewing financial statements and completing CAM reconciliationsProficiency with property management software (e.G., Yardi, MRI, AppFolio or Buildium) and Microsoft Office / Google WorkspaceValid Ontario G driver's licence and access to a reliable vehicle for regular travel between propertiesPreferred
Post-secondary education in real estate, business administration or a related fieldProfessional designation or progress toward one: RPA (BOMI), CPM (IREM), ACM or similarGeneral Licence from the Condominium Management Regulatory Authority of Ontario (CMRAO)Experience with mixed-use properties, tenant fit-outs or properties in lease-upExperience managing properties on behalf of third-party ownersLeadership: gives clear direction, holds staff accountable and builds a dependable teamOrganization: manages many properties and priorities at once without letting details slipCommunication: writes and speaks clearly to tenants, owners, staff and contractorsJudgment: knows when to decide, when to escal and how to de-escalate difficult situationsCollaboration: works as a true partner to the General Manager and Maintenance ManagerFinancial sense: understands how operating decisions affect NOI and property valueWhat Success Looks Like in the First Year
Every property has a current budget, inspection report and critical-dates scheduleTenant requests are acknowledged within 1 business day and tracked to completionArrears and vacancy is reduced and reported monthlyStaff have clear roles, priorities and a regular meeting rhythm with the operations teamCompensation
Salary: per year, based on experienceBenefits: health and dental benefits, mileage allowance, phone, paid vacation, professional development support
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