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NOC Code: NOC Code: 1224 Occupation: Property administrators
Occupation Description: Occupation Description:
Property administrators perform administrative duties and co-ordinate activities related to the management and rental of investment property and real estate on behalf of property and strata property owners. They are employed by property, real estate and strata services management companies, property development companies and by government. Property administrators perform administrative duties and co-ordinate activities related to the management and rental of investment property and real estate on behalf of property and strata property owners. They are employed by property, real estate and strata services management companies, property development companies and by government.

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Table will display the Skill Level for the Noc specified
Essential Skills Essential Skills Levels
Reading Reading 1 2 3 4
Writing Writing 1 2 3
Document Use Document Use 1 2 3
Digital Technology Digital Technology 1 2 3
Oral Communication Oral Communication 1 2 3
Money Math Money Math 1 2 3
Scheduling or Budgeting and Accounting Scheduling or Budgeting and Accounting 1 2 3
Measurement and Calculation Measurement and Calculation 1 2 3
Data Analysis Data Analysis 1 2
Numerical Estimation Numerical Estimation 1 2
Job Task Planning and Organizing Job Task Planning and Organizing 1 2 3
Decision Making Decision Making 1 2
Problem Solving Problem Solving 1 2
Finding Information Finding Information 1 2 3
Critical Thinking Critical Thinking 1 2 3

  • The skill levels represented in the above chart illustrate the full range of sample tasks performed by experienced workers and not individuals preparing for or entering this occupation for the first time.
  • Note that some occupational profiles do not include all Numeracy and Thinking Essential Skills.

If you would like to print a copy of the chart and sample tasks, click on the "Print Occupational Profile" button at the top of the page.

  • Read entries in various administrative forms. For example, read descriptions of appliance malfunctions in work orders and property damage in move-out forms. Read details of events such as tenants trapped in elevators in accident-incident reporting forms. Read accounts of suspicious people loitering and unusual vehicle movements in security reporting forms. (2)
  • Read email and short letters. For example, read email from co-workers about ongoing work, tenants and building maintenance. Read letters from property owners about building renovations and repairs. Read letters from tenants about snow removal, cleaning of common areas, noise and other matters. (2)
  • Read newspaper articles and trade magazines. For example, read local and national newspaper articles about housing, retail and commercial market conditions in the region. Read trade magazines such as Shopping Centres Today, Canadian Property Management and Project Management Institute to learn about property and asset management, environmental management, retail and commercial developments, new software and continuous learning opportunities. (3)
  • Read contracts, leases, legislation and legal judgments. For example, review the terms and conditions specified in contracts with landscapers and security companies. Read lease and rental agreements which outline tenants' and property owners' obligations. Read legislation governing the formation and operation of housing co-operatives. Read correspondence from lawyers, contractors and boards of directors who offer interpretations of residential tenancy acts and reactions to proposed by-law changes. Read judgments from arbitrators who are reviewing appeals to evictions. (4)
  • Read various reports. For example, read building and maintenance reports to learn about repairs and renovations required for the properties you manage. Read proposals from contractors outlining renovation work and associated costs. Read engineering reports for health and safety matters such as buildings' air and water quality. Read reports from municipal governments explaining new developments, current land uses and proposed changes in zoning. (4)
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  • Write notes in reporting forms. For example, describe conditions of houses, apartments and commercial properties in inspection forms. (1)
  • Write reminders and short notes to co-workers, suppliers and property owners. For example, write brief reminder notes of deficiencies in buildings' common areas and telephone calls to return. Write longer notes to document conversations with tenants, contractors and property owners. (1)
  • Write email and letters. For example, write email to respond to tenants' concerns, complaints and maintenance and repair requests. Write email to co-workers to alert them to property concerns such as exposed tree roots and security breaches and to assign tasks. Write email to contractors and suppliers to request status of work and purchase orders. In some cases, write letters to tenants to advise them of rental arrears and contractual obligations. Write letters to update property owners and boards of directors on the status of their properties. (2)
  • Write operating, inspection and other short reports. For example, write property management reports which summarize activities at particular rental properties and describe business activities for property portfolios. Describe the results of building inspections and make recommendations for preventative maintenance and repairs. Write tenancy reports and vacancy projections. (3)
  • Write contract amendments and requests for bids on repair and renovation work. For example, write clauses of exclusions and inclusions in tenancy agreements. In some cases, prepare calls for bids which specify renovations, repairs and maintenance work and set minimum requirements for contractors and suppliers. (3)
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Document Use
  • Review architectural and construction drawings. For example, scan construction drawings to locate features of the properties' mechanical systems. Review floor plans which show modifications requested by tenants to ensure that the changes are acceptable to property owners. (2)
  • Locate data contained in lists. For example, scan registry lists for tenants' names, addresses and telephone numbers and specifications of rental units. Scan the daily schedule to identify meeting times and locations. Scan tables to locate data on rental units, lease renewal dates and maintenance schedules. (2)
  • Locate data in administrative forms. For example, scan tenant income verification forms, staff time cards and expense claim forms to verify the completeness and accuracy of information. (3)
  • Complete checklists and entry forms. For example, note conditions of appliances and cleanliness of walls on inspection checklists. Complete inventory checklists, vacancy reports, rent increase forms and repair and maintenance request forms. Complete work and purchase orders which outline the locations and types of repairs required and parts needed. Include names of contractors, dates of requests and contact information for building managers. In some cases, fill out tax reporting forms for income being sent to owners in other countries. (3)
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Digital Technology
  • Use asset and property management databases such as YARDI to enter and track tenant information, prepare work orders and access reports. (2)
  • Use graphic software. For example, use presentation software such as PowerPoint when preparing materials for use in marketing properties to national retailers. (2)
  • Exchange email with co-workers and contractors. (2)
  • Use the Internet to locate information on legislation, tenants and properties. Access sites such as the Building Owners and Managers Association for information on upcoming events and learning opportunities. (2)
  • Use word processing. For example, prepare letters to tenants and monthly management reports. Complete rental, lease and contractor agreements by entering standard text clauses into document templates. Save rental agreements and forms in portable document format and send them as email attachments. (2)
  • Create spreadsheets to prepare revenue and expenditure reports, display budget variances and track progress on various projects. (3)
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Oral Communication
  • Record and listen to voicemail. For example, listen to messages about building repairs from tenants, contractors and co-workers. (1)
  • Exchange information about property rentals, cleaning services, maintenance activities and repairs with co-workers, contractors and tenants. Discuss ways to resolve tenant concerns and conflicts with co-workers. Co-ordinate work processes with maintenance and janitorial staffs. (2)
  • Present information about properties and property management matters to owners, supervisors and managers. For example, provide supervisors and managers with information about vacancies, current lease negotiations and upcoming renewals. Review financial statements with property owners and discuss budget variations. (3)
  • Negotiate rental, lease and contract agreements. For example, negotiate rental and lease rates and terms with tenants and property owners. In retail establishments, negotiate common area costs, percentage rents based on sales and planned rent increase dates and amounts. Negotiate prices and timelines and resolve disagreements about sub-standard work and price changes with contractors and suppliers. (3)
  • Lead meetings and facilitate discussions. For example, organize and lead meetings to provide residential tenants with status updates on renovation projects and inform them of upcoming initiatives such as pest control activities and elevator shutdowns. Lead and facilitate meetings of condominium boards. (3)
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Money Math
  • Calculate portions of rents and lease payments. For example, pro-rate monthly rents to determine rental amounts for partial months. (3)
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Scheduling or Budgeting and Accounting
  • Prepare time schedules for repair, maintenance and renovation work. For example, allot specified amounts of time for tasks such as preparing units for new tenants, replacing plumbing fixtures and appliances and renovating common areas. (2)
  • Verify and approve contractors' and suppliers' invoices. Confirm calculations and amounts for labour, supplies, volume discounts and taxes. (2)
  • Prepare and monitor budgets for properties you manage. For example, prepare budgets that include general maintenance, utilities, wages and administration categories. Track operating expenses and adjust budgets to incorporate unexpected costs such as upgrading to meet new building code requirements. (3)
  • Calculate rental and lease rates. For example, determine rental and lease rates by considering costs for public use area maintenance, management and marketing fees and the amenities provided. Review current market values and rates to determine potential for increases in rents and leases. Assign increases proportionately according to unit sizes and public use area entitlements. Retail leases include additional rents based on sales revenues. (3)
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Measurement and Calculation
  • Take basic measurements. For example, measure lengths, widths and heights of rooms using common measuring tools such as tapes and rulers. (1)
  • Prepare bank deposit records and calculate amounts for rent summaries. (2)
  • Calculate operating costs for properties and prepare income and expense statements. In some cases, reconcile operating accounts. (3)
  • Calculate quantities of materials needed for repairs and renovations. For example, calculate square metres of floor coverings needed for renovations to apartment buildings. (3)
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Data Analysis
  • Analyze data on a variety of topics. For example, analyze data on numbers of new leases per month, numbers of visitors, use of parking spaces and numbers and types of trouble calls to monitor annual usage and make operational adjustments if required. When lease rates are tied to retail sales volume, monitor retail sales to determine if percentage lease rates apply. (2)
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Numerical Estimation
  • Estimate costs. For example, estimate repair and renovation costs for properties using historical data and experience with similar jobs. (2)
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Job Task Planning and Organizing
  • Property administrators' plan and organize their days to meet the needs of their tenants and property owners. Their work plans are frequently disrupted by tenants' requests and complaints requiring their intervention. They adjust their work priorities to deal with these disruptions. They integrate their work plans with those of property management staff to ensure effective communication and efficient work processes. They may manage multiple properties and experience conflicting demands thus requiring them to use their best judgment to prioritize tasks. (3)
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Decision Making
  • Choose suppliers and contractors. For example, choose contractors such as landscapers, waste removal providers and roofers to provide services to the properties. Compare suppliers' costs, qualifications, references and availabilities. (2)
  • Decide to enter into and extend rental agreements and leases with tenants. For example, enter into rental agreements with tenants after reviewing applications and conducting interviews with potential candidates. When extending lease agreements, retail property administrators consider lease and sales histories, current tenant mixes and market demographics. (2)
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Problem Solving
  • Contractors and employees are not meeting expectations. For example, a property manager finds that security guards for a housing complex are often absent from the site. The property manager contacts the security company's operations manager and outlines tenants' observations and concerns. The property manager monitors the security guards' activities to ensure that service improves. (2)
  • You are unable to complete scheduled tasks due to interruptions. Review the task lists to determine timelines, ask co-workers to handle some of the tasks and set aside blocks of time to address the most critical tasks. (2)
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Finding Information
  • Find information about tenants by speaking with tenants and co-workers and reading tenants' files. Managers of retail properties find information about potential new retail tenants by searching the Internet, visiting other locations and speaking with shoppers. (2)
  • Find information about tenancy rules and regulations by reading various acts, condominium by-laws and by speaking with co-workers. (3)
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Critical Thinking
  • Evaluate conditions of rental units and commercial lease spaces. Visually assess the condition and cleanliness of walls, flooring materials, fixtures and appliances in rental units. Observe the tidiness of public areas, the quality of lighting and the condition of grounds and buildings' exteriors. Consider the extent of needed repairs and renovations. (2)
  • Assess the appeal, utility and marketability of rental properties. Retail property administrators consider past uses and histories of retail spaces, current traffic patterns, sizes and shapes of spaces and needs of retailers. (3)
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