Property manager job description template

Position Identification Details

1. Position Summary

The Property Manager runs the day-to-day business of the residential rental properties owned or managed by [ORGANIZATION_NAME]. That means filling vacancies with good tenants, collecting rent, handling maintenance and repairs, dealing with tenant concerns, and keeping the books and records each property needs. The property manager reports to [REPORTS_TO_TITLE], oversees [DIRECT_REPORTS_DETAILS], and manages [PORTFOLIO_SIZE]. Low vacancy, rent collected on time, buildings kept safe and in good repair, and tenancies handled under [PROVINCE]'s residential tenancy rules are the results this role is accountable for.

2. Key Responsibilities

2.1 Leasing and tenant move-ins (20%)

• Set asking rents with [REPORTS_TO_TITLE] based on the unit, the building and the local market.
• Write and post rental listings with good photos, and answer enquiries quickly.
• Show units and screen applicants in the same way for everyone, using written criteria such as references, income and credit checks with the applicant's consent.
• Never turn down or treat an applicant differently because of a ground protected by human rights law in [PROVINCE], such as race, disability or family status.
• Prepare leases using the standard lease form required in [PROVINCE], if there is one, and collect deposits only as allowed under [PROVINCE]'s rules.
• Do move-in inspections with the tenant, with photos and a signed condition report, and hand over keys.

2.2 Rent, money and records (20%)

• Collect rent, record payments in [PROPERTY_SOFTWARE], and send receipts where required.
• Follow up on late rent quickly and politely, and follow the legal steps in [PROVINCE] before giving any notice for non-payment.
• Pay property bills, track expenses for each building, and keep receipts.
• Prepare monthly owner statements or reports for [REPORTS_TO_TITLE].
• Help prepare the yearly budget for each property, including repairs and capital work.

2.3 Maintenance and repairs (25%)

• Take repair requests from tenants, decide how urgent each one is, and get it fixed by maintenance staff or a contractor.
• Respond to emergencies such as no heat, floods, fires and break-ins any time of day, through the on-call system.
• Give tenants proper written notice before entering a unit, unless it is an emergency, as required in [PROVINCE].
• Get quotes, hire and schedule contractors, check that their work is done right, and approve invoices within the limit set by [REPORTS_TO_TITLE].
• Plan seasonal and preventive work: furnace and heat pump servicing, smoke and carbon monoxide alarm checks, gutters, snow and ice clearing, lawn care and pest control.
• Inspect each building regularly and keep a list of repairs and upgrades for the budget.

2.4 Tenant relations (15%)

• Answer tenant questions and concerns by phone, email or the tenant portal within [RESPONSE_TIME_TARGET].
• Deal with noise complaints, parking, pets, garbage and other building issues fairly and in writing.
• Handle requests for accommodation, such as accessibility changes, and work with [REPORTS_TO_TITLE] on a fair answer.
• Keep a written record of tenant contacts, complaints and warnings.

2.5 Move-outs, notices and disputes (10%)

• Do move-out inspections, compare them with the move-in report, and return or claim deposits within the time and rules set in [PROVINCE].
• Prepare notices, rent increase notices and other forms using the official forms and timelines in [PROVINCE].
• Prepare files and attend hearings at the residential tenancy board or office in [PROVINCE] when a dispute cannot be settled.
• Turn units over quickly: cleaning, painting and repairs, ready for the next tenant.

2.6 Compliance, safety and staff (10%)

• Keep up with residential tenancy, building, fire and health rules that apply to the properties in [PROVINCE], and ask for advice when unsure.
• Keep insurance, inspection and safety records up to date, including fire safety and elevator or boiler inspections where they apply.
• Protect tenants' personal information and keep files secure.
• Supervise maintenance staff and caretakers: schedules, work orders, safety and timesheets.
• Make sure staff and contractors on site follow safe work rules and have the training their work requires.

3. Qualifications & Experience

Role Qualification Standards

4. Competencies

Core Competencies

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

This role mixes office work with time at the properties. The table shows what the job normally involves. We will look at accommodation for a worker who needs it, up to the point of undue hardship, as human rights law requires.

Physical Demands and Working Environment

5.2 Performance Measures

Key Performance Indicators

5.3 Career Path

• Typical Prior Roles: Leasing agent, assistant property manager, building superintendent, office manager, real estate administrator.
• Typical Next Roles: Senior property manager, portfolio manager, director of property management, real estate asset manager, property management business owner.

5.4 Position Acknowledgement

This job description sets out the main duties, working conditions and qualifications for the Property Manager role at [ORGANIZATION_NAME]. It is not a list of every task. The job can change as the business changes. If it changes in a real way, we will update this document and talk it through with the employee first.

Employee Sign-Off:

Name: [EMPLOYEE_NAME] Signature: _____ Date: _______

Manager Sign-Off:

Name: [MANAGER_NAME] Title: [REPORTS_TO_TITLE] Signature: _____ Date: _______

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