ABOUT THE M GROUP

At The M Group of Companies, we believe in creating strong communities by investing in people, places, and potential. As a diversified real estate and property management organization, we’re proud to foster a workplace where integrity, support, and meaningful impact thrive.
When you join our team, you become part of a dependable group of professionals who care deeply about the work we do and the communities we serve. We’re committed to your growth and well-being, offering a collaborative environment that values respect, steady leadership, and doing the right thing together.
Whether you’re building your career or bringing years of experience, we invite you to grow with us and help shape the future of property, people, and possibility.

POSITION OVERVIEW:

We are looking for an experienced, hands-on Property Assistant to join our team to ensure the smooth daily operations of the M Group Office. This role ensures timely communication with stakeholders, accurate data management, and the coordination of service and financial processes to maintain compliance and client satisfaction.

QUALIFICATIONS:

• 2 – 3 Years of experience in an administrative or property management role.
• Diploma in Office Administration, Business, or related field.
• Experience with Microsoft Office (Outlook, Word, Excel).
• Strong knowledge of administrative practices, including document preparation, records management, and client communications.
• Familiarity with condo or non-profit housing regulations is an asset.
• Experience and familiarity with property management operations and terminology, and software.
• Proficiency with data entry and information management in software systems.
• Understanding of vendor onboarding, invoice processing, and accounts payable coordination.
• Basic understanding of fire inspection protocols, resident safety drills, and emergency response coordination is preferred.
• Experience with programming entry phones and FOBS is preferred.
• Completion of CRMAO Directors Training is preferred.
• Basic understanding of property liens, Common Municipal Bylaws, Condominium Act is preferred.
• Completion of ONPHA World of RGI course, understanding of ODSP and OW, CPP and Disabilities is preferred.

REQUIREMENTS:

• Valid Ontario G-Class Driver’s License with reliable transportation.

• Respond to incoming emails and phone inquiries from owners, tenants, Board members, vendors, and contractors in a timely and professional manner.
• Prepare, format, and distribute communications including notices, letters, and newsletters.
• Maintain calendars and track key dates including AGMs, service schedules, inspections, and compliance deadlines.
• Support elevator bookings and move-in/move-out coordination, including fee collection.
• Complete and submit cheque requisitions and backup documentation.
• Assist in the distribution of monthly financial reports and property updates.
• Maintain accurate and up-to-date owner/tenant information in our property management software.
• Submit and track invoices for payment, working with Accounting to resolve payment issues.
• Coordinate vendor onboarding, verifying HST details and contact information.
• Schedule trades and service providers as requested by Property Managers or Boards
• Assist with document follow-up for legal, insurance, or regulatory requirements
• Organize and maintain digital files per property (e.g., financials, minutes, owner lists)
• Assist in preparing documentation for audits, annual returns, AGMs, and CAO updates, CRMAO periodic reporting.
• Maintain internal tracking logs for cheque mail-outs, service requests, and compliance tasks.
• Address resident concerns and support conflict resolution with guidance from management.
• Be onsite at properties as required for meetings or inspections.
• Support emergency response coordination and communication.