Choosing a Commercial Property Manager in Alberta

1. Write the owner requirement before requesting proposals

Describe the property, tenancy, hours, systems, service contracts, capital work, leasing activity, accounting environment, lender reporting and known exceptions. State the owner decisions that cannot be delegated.

A generic request for 'full-service management' produces proposals that may not be comparable.

• Property type
• Tenant profile
• Operating complexity
• Leasing mandate
• Accounting integration
• Owner approvals

2. Verify the individual and brokerage

Use RECA ProCheck and current RECA materials to verify licensing status, brokerage and relevant sector. Ask who will actually perform leasing, negotiate terms, handle money and supervise the account.

Do not rely on a proposal, title, professional designation or historical licence. Record the verification date and resolve discrepancies directly with the regulator or advisors.

3. Test relevant commercial experience

Request examples involving the same property type, lease structure, tenant operations, building systems and owner reporting needs. Understand team capacity, geographic coverage, after-hours response and specialist relationships.

Portfolio size alone does not prove that the proposed team has time, competence or authority for this property.

4. Compare the complete written scope

Map leasing, collections, arrears, deposits, operating-cost budgets and reconciliations, maintenance, procurement, insurance evidence, emergencies, tenant work, records, reporting and sale or refinance support.

Identify exclusions, owner-retained tasks, third-party work and services requiring separate fees or brokerage agreements. Commercial leasing and ongoing management should not be blurred when different mandates or licences apply.

5. Review money, procurement and conflict controls

Understand bank and trust arrangements, signing authority, approval thresholds, invoice review, vendor selection, related parties, benefits, markups, emergency spending, reconciliations and owner access to evidence.

RECA's Rules include property-management brokerage standards and disclosure requirements concerning certain anticipated benefits from expenditures. Counsel and accounting advisors should review the actual agreement and controls.

6. Inspect systems, security and continuity

Review accounting exports, lease records, document ownership, backups, access control, cybersecurity, privacy roles, incident response and the ability to continue when assigned staff or technology changes.

The owner should retain practical access to its records and a tested exit path. A proprietary platform is not a transition plan unless complete, usable data can be transferred.

7. Define meaningful reporting and service evidence

Agree on source dates, accounting basis, occupancy definitions, leasing pipeline, receivables, recoveries, capital work, incidents, tenant requests, critical dates and decisions requiring approval.

Use service levels that can be evidenced. Avoid guaranteed income, occupancy, savings or response claims that the agreement and operating system cannot support.

8. Have the management agreement reviewed

The agreement should address parties, property, term, authority, scope, exclusions, money, fees, benefits, indemnities, insurance, records, privacy, subcontracting, reporting, termination and transition. Coordinate it with leases, financing and other brokerage mandates.

Commercially does not select, recommend or supervise a property manager through this guide. Obtain legal, accounting, insurance and regulatory advice for the actual appointment.