Property Administrator

 Calgary, AB

Full-time, Permanent


ICM Asset Management is an alternative asset manager focused on owning, operating and investing in real assets. We offer retail, private client and institutional investors an array of investment opportunities focused on real estate, private equity, private debt and infrastructure strategies. We are seeking a Property Administrator to support the Property Services team.


  • Reports to Senior Property Manager

  • Provide administrative assistance to Vice President Property Management

  • Provide administrative assistance to Leasing Manager

  • Provide administrative assistance to Operations Manager/Building Operators

  • Assist in developing and maintaining relationships with suppliers/vendors/contractors

  • Develop and maintain strong working relationships with all tenants

 Client Service

  • Assist the Senior Property Manager in all areas of reporting to the clients/owners

Duties & Responsibilities


  • Attend all weekly Operations Meetings and provide agenda and meeting minutes

 Tenants / Properties

  • Provide tenant service.  Respond to tenant requests/problems and generate work orders

  • Assist in solving problems regarding building operational issues, directing tenant issues to the appropriate party.

  • Provide proper tenant communication for tenant services, alterations, decorations, and construction work being done in building.


  • Work with Operations Manager, Property Manager and V.P of Prop Mgmt on all contract bids/procurement (preparing tender packages, etc)

  • Responsible for all input of Lease information and development of accurate Lease abstracts

  • Responsible for the management and implementation of Card Access programming for all buildings along with management of all building keys

  • Responsible for the management of video surveillance equipment at associated properties – with knowledge of their operation and playback.

  • Manage all parking assignments at all properties

  • Deal directly with the utility companies for any move-in’s/move outs.

  • Oversee and ensure proper filing of all documentation for properties & tenant files

  • Prepare and distribute any tenant correspondence as required

  • Maintain a ‘preferred contractor’ list ensuring receipt of all WCB and insurance as required

  • Manage and maintain the collection of insurance certificates from all tenants as per their leases

  • Manage the tenant use of any amenity at the properties (ie, locker rental, bike storage, month to month parking, fitness room usage, use of common areas for tenant use (ie party)

  • Manage and maintain proper filing of all Drawings and Plans for the buildings

  • Assist Operations in the proper filing and maintenance of mechanical equipment summaries and specifications

  • Read and understand leases to ensure accurate data entry is received and maintained

  • Prepare tenant lease abstracts

  • Other property related administration as required: copying, scanning etc.

 Residential Management

  • Maintain proper vacancy reports

  • Aid with marketing and obtaining market information

  • Ensure all paper work is in order and accurate (move in/out reports, leases, amendments, deposit reconciliations, PAD’s, etc.)

  • Contract and oversee suite maintenance and repairs

  • Maintain full knowledge of the Landlord/Tenant act

  • Issue late payment advises and charges


  • A/P Coding of all building invoices

  • Responsible for all tenant/building A/R – including the EFT’s, work closely with Receivables (pulling of rents) and overseeing proper input and application of all payments

  • Assist with the collection of all tenant arrears – working closely with the Property Manager for all collection requests and preparing any reconciliations for tenants

  • Responsible for all tenant billings (utility billings; chargeback billings)

  • Calculates and distributes all tenant statement, invoices and late charges; including rental charge sheets, prebills, advising of step ups in rent, etc

  • Assist in Operating Cost Adjustments to tenants

  • Assist with annual property Budgets with emphasis on providing accurate projected income for the properties

  • Handle and reply to tenants’ maintenance requests

  • Assist in the development of property policies

Associate Duties – when applicable

  • Ensure compliance with all RECA rules and regulations under the Associate licensing

  • Maintain proper and current records with RECA

  • Ensure all required education is complete prior to any renewal deadlines

  • Ensure that all renewals are applied for prior to the annual renewal date


  • Assist Operations Manager and Senior Property Manager in tendering/procurement procedures for major projects and contracts

  • Assist in management and communication regarding tenant improvements and capital projects


  • Maintain full awareness of fire/safety/liability issues and report to Senior Property Manager and Operations team immediately

Interested applicants should submit a resume and cover letter including an example of an instance where they made an exceptional effort to ensure that an objective was successfully achieved.

Apply today

 About ICM:

Our success hinges on our unwavering commitment to three principles that underpin our investment philosophy: Value, Discipline, and Results. Our adherence to these principles has allowed ICM to generate exceptional investment returns for our clients and a strong track record of achieving our goals.

Today, we manage more than $815 million of assets across numerous investment vehicles and advisory relationships and have considerable experience in originating, structuring and financing investment transactions and managing risk in alternative assets. Our team has grown substantially and is made up of investment and operating professionals with extensive experience, collectively having acquired and/or managed over $7 billion of assets globally.