If you own a house, a duplex or a fourplex in Steinbach or somewhere nearby, you have probably wondered what a property manager would actually take off your plate. The honest answer is that most of the work is invisible when it is done well: the phone call that did not come at 11 p.m., the notice that went out on time, the deposit handled by the book.

A good manager makes your rental quieter, steadier and easier to own. You stay in charge of the decisions that are yours. Here is what the job really involves, and how to tell whether someone is doing it well.

The real jobs

Finding and screening tenants

Advertising the unit, showing it, collecting applications, checking income and references, and applying the same criteria to every applicant. That last part matters in Manitoba. The Human Rights Code prohibits discrimination in renting, and it says a person can also be held responsible when their agent breaks the Code while acting within their authority. So how your manager screens is, in a real sense, your business too.

Leases and move-in

A written tenancy agreement has to be signed by both sides, and the landlord must give the tenant a copy within 21 days of the tenant signing it, according to the Residential Tenancies Branch (RTB). At move-in, a manager also handles deposits. A security deposit cannot be more than half of the first month's rent, the tenant must be told about it before signing, and they must get a receipt.

Then comes the move-in condition report, a written record of the unit's condition. The RTB says it is not required by law unless the landlord or tenant asks for one, but it recommends doing one every time because it protects both sides.

Rent collection and owner reporting

Collecting rent, issuing receipts where required, following up quickly when a payment is late, and showing you what came in and what went out. If rent stays unpaid, the Residential Tenancies Act lets a landlord give a written notice of termination if rent is still unpaid three days after it is due (for rent due on the 1st, the notice can be given on the 5th). It has to be in the prescribed form and served in a specific way. This is where a missed detail can cost a landlord weeks.

Maintenance and emergencies

The RTB says a landlord must keep the unit in a good state of repair and keep essential services such as heat and water running. In practice that means someone takes the request, sends a trusted tradesperson, follows up, and keeps a record. When it is no heat on a cold night, it means someone answers the phone.

Inspections and entry

Landlords can enter for repairs, inspections, showings to buyers and similar reasons, but the RTB requires written notice of at least 24 hours and up to two weeks, stating the reason and the time. Emergencies are the exception. A manager keeps this tidy and keeps entries to what is necessary, which the RTB also asks landlords to do.

RTB paperwork and rent increase notices

A rent increase notice must be in writing, given at least three months ahead, and it must show the current rent, the new rent in dollars and as a percentage, and the date it starts. The RTB's own example is blunt: a notice delivered one day late does not count as proper notice. In most cases rent can go up once every 12 months, the landlord must send the RTB a copy within 14 days, and anything above the yearly guideline needs RTB approval first.

Move-out and deposits

If there are no problems, deposits plus interest go back to the tenant within 14 days of the end of the tenancy. If you want to keep part of a deposit, you have 28 days from the end of the tenancy to send the tenant a written notice of the claim and return the rest with interest. A move-out condition report, done with the tenant, is what makes that claim stand up.

What stays your decision

A manager advises. You decide. These should always come back to you:

  • Your written rental criteria (income, references, pets, smoking), applied within the Human Rights Code
  • The rent you want to charge and whether to raise it
  • How much can be spent on a repair before the manager calls you
  • Major repairs, renovations, selling, or moving in yourself
  • Whether to renew a lease or end a tenancy

A good manager brings you options and a recommendation, then follows your direction. If you are still deciding whether to hire at all, our guide to self-managing or hiring a property manager in Steinbach walks through the trade-offs.

How to judge whether a manager is good

Ask these of any manager, including Nate. There is no wrong time to ask.

  • Which of the jobs above are included, and which cost extra?
  • How are you paid? Please put every fee in writing. (Fees vary between companies and properties, so ask for specifics.)
  • How do you screen applicants, and can I see your written criteria?
  • Who answers when a tenant calls with an urgent problem, and what happens next?
  • How will I see rent received and money spent, and how often?
  • How do you choose tradespeople, and what is the spending limit before you call me?
  • Who handles RTB paperwork: rent increase notices, deposit returns, claims, and hearings?
  • Is your brokerage registered, and what insurance do you carry?
  • How do I end our agreement if it is not working?

Straight, unhurried answers are a good sign. Vague ones are worth noticing.

How Nate's Pro helps

Nate's Pro Property Management is a registered property management brokerage run by Nathan Knell out of Steinbach. Nate handles advertising and showings, tenant screening, lease preparation and signing, and rent deposit setup. He also looks after rent collection, owner reporting and maintenance through a network of trusted contractors. See full property management for how that works. If a tenant situation goes badly, he can help you work through the RTB process for evictions and claims for rent or damages. The point is a rental that runs smoothly and gives you your time back.

This is general information, not legal advice. Rules change, so check the Residential Tenancies Branch or talk to us about your situation.