Verified Job
Real Estate
Property Manager- job post Praetorian Group
Real Estate
#801706
Remote / WFH
Praetorian Group
Job Description
Full job description
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 (management@praetoriangroup.ca), 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
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 (management@praetoriangroup.ca), 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
