Property, Real Estate, and Community Association Managers

Facilities Operations

Level 6714 of 1200 points

Job description

Property, Real Estate, and Community Association Managers

Job purpose

To plan, direct and coordinate the operation, maintenance, letting and governance of commercial, industrial or residential property for its owners and boards, so that properties are maintained, occupied, financially sound and compliant with the regulations governing their use.

Skills

Knowledge of property and estate management: building operation, maintenance and construction methods, service contract administration, budgeting and financial reporting, and the law and codes governing renting, advertising, tenant eligibility and property safety. Bachelor's degree is the most common qualification, though many enter with a high school diploma, post-secondary certificate or some college courses and a tenth hold a first professional degree, with several years of related experience.
Meets clients to negotiate management and service contracts and discuss the financial and operational position of properties, and meets boards and committees to resolve legal and environmental issues and disputes between neighbours. Acts as liaison between on-site managers, tenants and owners, investigates complaints and rule violations, and directs and coaches staff. Contact is by telephone, e-mail, face-to-face discussion and letters, and includes people who are angry or discourteous.
Investigates and settles complaints, disturbances and violations within management rules, judges from routine inspection what repairs are necessary, and analyses contractor bids. Problems range from procedural matters settled within established rules to contested disputes and capital decisions where little precedent applies.
Prepares budgets and financial reports for properties, and plans, schedules and coordinates general maintenance, major repairs and remodelling or construction projects, and markets vacant space. Schedules the work of staff and contractors and sets own priorities, under time pressure and to a pattern shifting with weather and contract duration.
Work combines seated administrative work with routine inspection of grounds, facilities and equipment and driving between properties. Some hand skill is needed where cleaning, bulb changing and minor repairs are done directly.

Responsibilities

Directs and coordinates the activities of staff and contract personnel and evaluates their performance, recruiting and selecting staff, training them, scheduling their work and answering for their outcomes. Carries responsibility for the health and safety of those workers.
Prepares property budgets and financial reports, and directs the collection of monthly assessments, rental fees and deposits and the payment of insurance premiums, mortgage, taxes and operating expenses. Solicits and analyses contractor bids, administers service contracts, and purchases building supplies, equipment and furniture. Negotiates management and service contracts, and the sale, lease or development of property where this arises.
Accountable for the physical condition of the properties in charge, their grounds, facilities and equipment: inspects them routinely, orders and schedules repairs and maintenance, and oversees improvement and construction work. Maintains contact with insurers, fire and police services and other agencies over protection of the properties and code compliance.
Maintains records of sales, rental and usage activity, maintenance and operating costs and property availability on which reporting to owners and boards rests, and certifies the eligibility of prospective tenants under government regulations. Letting and advertising records must withstand scrutiny for non-discrimination; content is largely set by regulation and the management agreement.

Effort required

Judgement is exercised repeatedly through the day across maintenance, letting, financial and compliance matters, on information from inspections, complaints, bids and market data. Time pressure is a feature, exactness in figures and records matters, and decisions carry consequences for owners, tenants and business results.
Handles complaints, disturbances and violations, and contested matters before boards, dealing regularly with people who are unpleasant, angry or discourteous. Requires composure in conflict, and the ability to put an owner's position to tenants and a tenant's position to an owner.
Largely seated work in the office and in a vehicle, with time outdoors inspecting grounds, facilities and equipment. Light handling only, where minor repairs or cleaning are done in person.

Working conditions

Mainly indoor, environmentally controlled premises, with regular time outdoors exposed to all weather while inspecting properties and time in an enclosed vehicle travelling between them. No hazard, noise or contaminant exposure is evidenced. Psychosocial exposure comes from frequent contact with the public, tenants and members, including conflict and discourteous behaviour.
Most incumbents work more than a standard week. Two thirds are on a regular established schedule and almost a third on an irregular one varying with weather, demand or contract duration. Operates with considerable freedom to make decisions and sets own tasks and goals within the management agreement and owners' instructions, in a market where competition is felt.

Skills

40% · 279 points▾

KnowledgeLevel 4 of 8
72 of 144 points
Factual and theoretical knowledge in broad contexts within a field of work. The job requires a range of thinking and practical knowledge to find solutions to specific problems in the job or study area.
Interpersonal and communication skillsLevel 4 of 5
77 of 96 points
Advanced communication and interpersonal skills. The job holder is required to manage complex interactions, mediate interpersonal conflicts and support group collaboration.
Problem-solving skillsLevel 3 of 5
58 of 96 points
Variable problems. The job involves dealing with different kinds of problems that require careful thinking, research into different options or adjusting existing ways of doing things. Guidance and resources may be limited.
Planning and organisational skillsLevel 4 of 5
58 of 72 points
Advanced organisational skills required. The job requires planning and managing complex, often overlapping tasks or schedules. The job requires a degree of autonomy and joint planning, and managing interdependencies across teams or departments.
Physical skillsLevel 1 of 5
14 of 72 points
Minimal physical skills required. The job requires basic physical skills, such as handling light objects or using simple tools.

Responsibility

35% · 298 points▾

PeopleLevel 4 of 5
115 of 144 points
High level of responsibility for people. The job involves significant responsibility for the well-being and development of others. This includes making decisions that affect others' jobs, tasks or welfare, such as managing teams, providing care, teaching or ensuring psychological safety. It can also include hiring, evaluating, motivating, coaching and leading workers.
Goods and equipmentLevel 4 of 5
67 of 84 points
Considerable responsibility for goods or equipment. The job involves overseeing valuable resources, making sure they are secure, maintained and functioning to meet goals. This includes protecting important physical or natural assets and deciding on the ordering of various equipment and supplies.
InformationLevel 3 of 5
58 of 96 points
Moderate responsibility for information. The job involves managing information to ensure it is accurate, of high quality and secure. The job holder may make decisions about the handling of sensitive data.
Financial resourcesLevel 3 of 5
58 of 96 points
Moderate responsibility for financial resources. The job requires handling significant financial resources, including managing budgets, overseeing expenditures, being accountable for spending and participating in financial decision-making.

Effort

15% · 89 points▾

Mental effortLevel 3 of 5
36 of 60 points
High level of mental effort. The job involves frequent concentration on complex tasks that require considerable mental effort, such as interpreting complex data.
Psychosocial and emotional effortLevel 3 of 5
43 of 72 points
Moderate psychosocial and emotional effort. The job requires the regular management of emotional responses, such as dealing with sensitive or challenging individuals or situations.
Physical effortLevel 1 of 5
10 of 48 points
Minimal physical effort. The job involves light physical tasks, such as occasional lifting or moving light objects.

Working Conditions

10% · 48 points▾

Environment (physical, psychological or emotional)Level 2 of 5
34 of 84 points
Occasional exposure to hazards or stress. The job involves occasional exposure to mild physical risks (e.g. working with light machinery, occasional noise) or psychosocial risks (e.g. occasional interpersonal conflict or minor repetitive tasks). Exposure occurs two to three times a year.
Organisational environmentLevel 2 of 5
14 of 36 points
Occasional organisational demands. The job may involve occasional irregular hours (e.g. the requirement to work weekends or holidays), minimal travel or limited digital connectivity outside normal working hours.