Building Operations

• Negotiate regular service contracts and tender bids on major projects for best price and quality

• Full rolodex of high quality service contractors for most any repair job 

• Handle all service requests & inquiries from tenants on a day-to-day basis in a professional, timely, & respectful manner

• Monthly client reporting on the latest operational issues at the property, ie. repair items, quotes, updates, etc.

• 24/7 emergency response to building issues including fires, floods, leaks, damage to building, theft, burglary, vandalism, medical events, injuries, alarms, police crime investigations, elevator entrapments, etc.

• Optional property inspections with digital reports on observations, repairs, actions taken and including pictures

• Monitor restaurant grease trap and exhaust hood cleaning

• Assess the long-term life expectancy of major components such as roof, asphalt, walkways, windows, doors, walls, etc.

• Exterior and interior lighting optimization and LED retrofits and rebate applications 

• Implement preventative maintenance programs for HVAC equipment such as rooftop units, suspended unit heaters, terminal heat pump units, thermostats, air balancing and air exchangers

• Regular plumbing maintenance including backflow preventer tests, sanitary pipe flushing, storm sewer cleaning, water main replacements, water heater maintenance, sump pump inspections

• Seasonal roof maintenance such as roof drain cleaning, gravel / ballast displacement, and visual inspections for damage

• Coordinate regular landscaping services between the months of April & November, including improvements to areas by adding, removing, or replacing vegetation with flowers or shrubbery

• Snow removal services from November to April including snow piling and snow relocation, salting services and bins; also power washing salt stains from concrete or brick surfaces

• Fire & life safety services, including fire panel monitoring; regular inspections, alarm testing & fire drills; hydrant, extinguisher, and sprinkler testing & reports

• Manage security access control systems, ie. door controllers, fob systems, video cameras, etc.

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Accounting & Financial Services

• Detailed monthly financial reporting in easy-to-read statements including updates on receivables and budget variances. Reports include a balance sheet, income statement compared to the budget, a receivables summary, and rent roll.

• Diligent and persistent rent collection efforts as well as additional rent / TMI / CAM amounts

• Prepare annual operating budgets on a monthly basis to see a breakdown of expected rent income and expenses

• Perform annual TMI reconciliations to compare the actual maintenance costs to the estimated amounts. Issue invoices or refunds accordingly.

• Issue rent letters to tenants with upcoming rental charges and TMI amounts on an annual and as-needed basis

• Regularly increase rent as prescribed in the leases

• Review and check vendor invoices and utility bills for accuracy

• Issue payments to vendors electronically or via cheque

• Submit regular HST returns with Canada Revenue Agency

• Year-end financial statements preparation in-house or by external accountants or auditors

• Precise accounting using YARDI Breeze Software

• Appeal property taxes in the event of an over-assessment of property value, work with tax specialists and MPAC to accurately assess the building's value and reduce property taxes

• Cash flow analysis and regular owner distributions 

• Transparent bank account management

Leasing & Admin Services

• Credit reviews through Equifax and financial history review to determine a tenant's suitability as renters

• Coordinate leasehold improvements and unit renovations to attract high quality tenants

• Commercial leasing through licensed realtors to list units on MLS or Realtor.ca; arrange property showings; negotiate lease terms, security deposits, and last month's rent deposits

• Residential leasing services including listing units on Kijiji, Padmapper, Zumper; negotiate reasonable rental rates based on existing market conditions, quality of unit and building, location, etc.

• Issue notices to evict residential tenants for non-payment of rent or other reasons; coordinate Landlord Tenant Board proceedings with appropriate representation

• Issue proper default notices to commercial tenants in a timely manner in the event of non-payment of rent, damage to building, or disturbances to other tenants

• Exercise the Landlord's right to distress including engaging a bailiff, taking possession of tenant equipment, appraising its value, selling and recoupling losses, and post-distress lease management

• Arrange for insurance coverage and appraisals of the property; and ensuring that the tenant's are adequately insured per the leases in place

• Communicate with tenants through phone calls, e-mails, lettermail, virtually, and face-to-face meetings

• Provide rental statements to tenants upon request for tax purposes

• Filing of vacant home status declarations