Role Purpose
The Office & Operations Manager is the hub of Praetorian’s property management operations. This role ensures smooth day-to-day functioning of the office, drives consistency through SOPs, oversees financial/admin workflows, leads the staff team, and serves as the first escalation point for owner/tenant issues. By owning systems, processes, and people management, this position enables Directors to focus on growth while guaranteeing operational discipline.
Key Responsibilities
1) Leadership & People Management
- Directly supervise the On-Site Supervisor and Reception/Admin staff.
- Establish operating cadence (daily huddles, weekly team meetings, KPI reviews).
- Conduct performance reviews, training plans, and corrective actions.
- Oversee hiring, onboarding, and new staff orientation package.
2) Operations & SOPs
- Build, update, and enforce SOPs for office administration, client onboarding, finance processes, and maintenance workflows.
- Handle escalated owner/tenant issues prior to Director involvement.
- Ensure contract walkthroughs, tenant move-ins, and onboarding processes are properly documented.
- Oversee adherence to office policies, conduct, and dress code.
3) Systems & Vendor Management
- Serve as Superuser for MiPP (and connected systems).
- Maintain complete and accurate owner/tenant/vendor records.
- Liaise with major vendors/partners (MiPP, bookkeeping firm, IT, internet, office landlord).
- Support the Site Supervisor in tendering and sourcing service contracts.
- Manage the central email inbox ([email protected]), ensuring SLA compliance.
4) Finance Administration & Reporting
- Oversee 3rd-party invoice intake/approval workflows; prepare and route payments to Directors (no independent sign-off until trust established).
- Produce and distribute monthly reports: bucket reports, HST reports, managed property updates.
- Ensure all invoices, receipts, and deposits are processed, filed, and reconciled on time.
- Prepare payroll materials (timesheets, mileage) for submission.
- Generate accurate year-end owner tax summaries.
5) Compliance, Risk & Security
- Ensure adherence to City of Ottawa Rental Housing Property Management Bylaw and Ontario RTA.
- Maintain privacy/security protocols: weekly backup drive update, permissions matrix, change log.
- Update and standardize email templates, contracts, and forms.
6) Facilities & Office Operations
- Manage office supplies, equipment, and facility upkeep.
- Participate in after-hours coverage rotation.
- Ensure office remains professional, secure, and efficient.
Other
- Participate in after-hours coverage rotation.
Job Type: Full-time
Pay: $55,000.00-$60,000.00 per year
Benefits:
- Mileage reimbursement
- On-site parking
- Paid time off
Experience:
- Property Management : 1 year (preferred)
- Residential Tenancy : 1 year (preferred)
Work Location: In person
