Commercial Property Management Services
From Strategic Support to Full Service Management. We’re Built to Flex.
Imperra’s Modular Management model gives you the freedom to choose exactly the services you need—no more, no less.
Whether you’re looking for full-service support or just want to offload specific tasks, our expert-led pillars let you customize your management strategy to fit your property, your goals, and your moment.
No rigid packages. No wasted resources.
Just high-performance management, tailored to you.
Experience The Freedom To Choose Exactly What You Need
Imperra’s Modular Management isn’t a one-size-fits-all solution. It’s a sliding scale of support, custom-fit to your needs.
Whether you want to stay hands-on with targeted assistance or fully delegate day-to-day operations, we flex around you. From strategic advisory to boots-on-the-ground execution, you choose where we step in—and we’ll build the right mix of services to match your property, your team, and your goals.
Select Your Management Preference:
Keep full control while tapping into Imperra’s expert support for specific services or high-friction tasks.
Sharing the load, our team works alongside yours to fill in the gaps and enhance performance where it matters most.
Hand off day-to-day operations to us completely and know that your property is managed with care and accountability.
Asset Management
Where strategy meets execution to drive long-term value.
From setting portfolio goals and overseeing financial performance to guiding leasing strategy, capital planning, and acquisition support, we manage your asset like it’s our own.
Whether you own one building or an entire portfolio, our modular approach ensures your asset is always moving in the right direction.
1. Strategic Planning & Goal Setting
- Developing and executing long-term business plans for each asset based on market conditions, property potential, and investor objectives.
- Defining hold/sell strategies, repositioning opportunities, and capital deployment priorities.
- Aligning asset goals with broader portfolio performance targets.
2. Financial Performance Oversight
- Monitoring net operating income (NOI), cash flow, and return metrics (IRR, equity multiples).
- Analyzing variance reports and identifying revenue enhancement or cost-reduction opportunities.
- Ensuring budget targets are met and adjusting strategy when necessary.
3. Capital Planning & Project Oversight
- Planning and prioritizing capital improvements (e.g., HVAC upgrades, building envelope replacements, suite renovations).
- Approving capital budgets and monitoring execution timelines and cost controls.
- Assessing ROI on capital expenditures and their impact on property value and rent potential.
4. Leasing Strategy & Value Creation
- Setting leasing targets, tenant mix strategies, and renewal goals in collaboration with leasing teams.
- Reviewing lease deal terms to ensure they align with long-term asset strategy (e.g., rent escalations, inducements, TI allowances).
- Identifying underperforming units or retail spaces and repositioning them for stronger financial contribution.
5. Investment Analysis & Benchmarking
- Conducting regular asset valuations using cap rate analysis, discounted cash flow (DCF) models, and comparables.
- Benchmarking property performance against market peers and historical data.
- Supporting acquisition underwriting and disposition analysis.
6. Financing & Lender Relations
- Managing refinancing processes, debt structuring, and covenant compliance.
- Working with lenders to secure optimal financing terms and ensure timely reporting.
- Overseeing loan maturities, interest rate risk, and debt servicing obligations.
7. Risk Management & Compliance
- Assessing legal, environmental, financial, and operational risks associated with each asset.
- Ensuring insurance coverage is appropriate and updated.
- Monitoring regulatory compliance at the asset level (e.g., building code, rent control, zoning changes).
8. Ownership & Stakeholder Reporting
- Preparing regular reporting packages for owners, investors, or joint venture partners.
- Presenting business plans, financial updates, and performance reviews to boards or investment committees.
- Acting as a liaison between property-level teams and asset owners to ensure strategic alignment.
9. ESG & Sustainability Initiatives
- Overseeing implementation of environmental, social, and governance (ESG) initiatives.
- Tracking energy consumption, waste management, and tenant engagement on sustainability.
- Enhancing asset value through certifications (e.g., BOMA BEST, LEED).
10. Acquisition & Disposition Support
- Supporting due diligence for property acquisitions, including lease audits, capex planning, and underwriting validation.
- Leading the disposition process through broker selection, data room preparation, and negotiations.
- Maximizing exit value through strategic timing and targeted capital investment.
Operations
The behind-the-scenes work that powers seamless, day-to-day performance.
From proactive maintenance and emergency response to vendor oversight, lease support, and regulatory compliance, we handle every detail that keeps your property running smoothly.
Whether you want full-service management or just need specific operational support, our modular model flexes to fit your needs.
1. Property Maintenance & Repairs
- Coordinating routine, preventative, and emergency maintenance.
- Managing work orders, vendor dispatch, and follow-ups.
- Overseeing building systems (HVAC, plumbing, electrical, fire safety).
- Ensuring curb appeal and cleanliness of common areas.
2. Vendor & Contractor Management
- Sourcing and hiring reliable service providers (e.g., landscaping, snow removal, janitorial).
- Negotiating contracts and ensuring scope and performance standards are met.
- Monitoring vendor insurance and compliance.
3. Tenant Relations & Service
- Serving as the main point of contact for tenant concerns, complaints, and service requests.
- Conducting move-in/move-out inspections and walk-throughs.
- Enforcing lease terms and rules (e.g., noise complaints, smoking policies).
4. Lease Administration Support
- Assisting with lease execution, renewals, and rent escalations.
- Managing keys/fobs, access systems, and parking assignments.
- Preparing vacant units for showing and turnover.
5. Health, Safety, and Regulatory Compliance
- Ensuring buildings comply with municipal codes, fire regulations, and accessibility laws.
- Coordinating inspections (fire, elevator, HVAC) and remediating deficiencies.
- Maintaining safety logs, SDS sheets, and incident reports.
6. Capital Projects & Renovations
- Assisting with planning and execution of large-scale renovations or system replacements.
- Overseeing contractors and timelines for capex work.
- Managing tenant communication during disruptions.
7. Building Operations Monitoring
- Tracking utilities, mechanical performance, and building analytics.
- Identifying operational efficiencies (e.g., energy-saving upgrades, automation).
- Managing building automation systems (BAS) if applicable.
8. Vacancy & Turnover Management
- Coordinating unit turnovers to minimize downtime.
- Ensuring suites are cleaned, repaired, and photographed for marketing.
- Collaborating with leasing teams to reduce vacancy loss.
9. Emergency Response & Risk Management
- Creating and executing emergency preparedness plans.
- Responding to floods, fires, break-ins, or other crises.
- Maintaining insurance claim documentation and incident tracking.
10. Coordination with Other Departments
- Working closely with accounting, leasing, and asset management to support property goals.
- Providing site-level insight into budget planning and tenant performance.
- Supporting due diligence and property inspections for acquisitions/dispositions.
Accounting
Bringing precision, transparency, and structure to your property’s financial backbone.
From rent collection and expense management to budgeting, reporting, and compliance, we handle every number with care
Whether you’re seeking full accounting services or modular support to complement your internal team, our flexible model integrates seamlessly with your operations.
1. Rent Collection & Revenue Tracking
- Recording rental income from residential, commercial, or industrial tenants.
- Monitoring rent roll, tracking delinquencies, and issuing arrears notices.
- Reconciling rent deposits against lease terms and bank statements.
2. Accounts Payable & Expense Management
- Processing and paying vendor invoices (e.g., utilities, maintenance, contractors).
- Allocating expenses to the correct property or unit.
- Maintaining vendor records and ensuring compliance with tax requirements (e.g., T4A, 1099).
3. Bank Reconciliations
- Reconciling bank statements for trust and operating accounts.
- Ensuring funds are properly segregated (especially for trust accounts, where required by law).
4. Budgeting & Forecasting
- Preparing annual operating budgets for each property.
- Conducting variance analysis (actuals vs. budget).
- Supporting ownership groups with long-term capital planning and cash flow forecasting.
5. Financial Reporting
- Monthly or quarterly owner reports (e.g., income statements, balance sheets, rent rolls).
- Year-end financial packages and working papers for accountants or auditors.
- Customized reports for asset managers or investment partners.
6. CAM & Additional Rent Reconciliations
- Calculating and reconciling common area maintenance (CAM), property taxes, insurance, and utilities.
- Issuing year-end statements to tenants with over/underpayment details.
- Supporting lease compliance for recoverable expenses.
7. Trust Accounting (Where Required)
- Managing tenant deposits, last month’s rent, and prepaid rent in designated trust accounts.
- Ensuring compliance with local legislation (e.g., Residential Tenancies Act in Ontario).
8. Tax Preparation Support
- Providing documentation and ledgers to external accountants for corporate and property-level tax filings.
- Ensuring proper GST/HST/QST filings, if applicable.
- Tracking capital cost allowance (CCA) and depreciation schedules.
9. Software & Systems Administration
- Operating property management accounting platforms (e.g., Yardi, AppFolio, Buildium, Rent Manager).
- Managing integrations with tenant portals, banking, and CRM tools.
10. Audit & Compliance Support
- Responding to audits (internal or third-party).
- Ensuring all documentation is organized for potential due diligence, refinancing, or acquisition.
Lease Administration
Ensuring every lease is executed, managed, and enforced with accuracy and care.
From onboarding and rent escalations to compliance tracking and renewal management, we handle the fine print so you don’t have to.
Our modular model supports both residential and commercial portfolios, flexing to meet your needs at any scale.
1. Lease Onboarding & Execution
- Residential: Preparing lease agreements, addendums, and move-in packages in compliance with local tenancy laws (e.g., Ontario Standard Lease).
- Commercial: Drafting or reviewing lease abstracts and ensuring proper execution of custom commercial leases, offers to lease, and ancillary agreements.
- Ensuring deposits, insurance certificates (for commercial), and ID documents are collected and recorded.
2. Lease Abstraction & Data Entry
- Extracting and entering key lease terms into property management systems: rent amount, lease start/end, escalations, options, renewal rights, etc.
- Tracking exclusivity clauses, co-tenancy provisions, permitted use clauses (commercial), or rent control status (residential).
- Maintaining accurate digital and physical lease files.
3. Rent Escalations & Lease Adjustments
- Residential: Applying annual rent increases in compliance with provincial guidelines.
- Commercial: Administering scheduled rent escalations (e.g., CPI-linked or fixed bumps) and reviewing operating cost pass-throughs.
- Issuing notices to tenants regarding rent changes, lease renewals, or extensions.
4. Option Tracking & Lease Expiries
- Monitoring key dates such as renewal/termination notice deadlines, rent review periods, and exclusivity expirations.
- Generating lease expiry reports to proactively engage tenants before term end.
- Supporting lease renewal negotiations or issuing non-renewal notices.
5. Legal Compliance & Documentation
- Ensuring leases comply with governing legislation (RTA for residential, municipal zoning and fire code for commercial).
- Keeping up-to-date with rent control laws, disclosure obligations, and required standard lease forms.
- Managing legal documents related to subleases, assignments, early terminations, or guarantor agreements.
6. Tenant Changes & Modifications
- Processing lease amendments, including:
- Change of ownership or corporate tenants (commercial)
- Adding/removing tenants or occupants (residential)
- Approving signage requests, unit modifications, or alterations for commercial tenants, in coordination with operations and legal.
7. Deposit & Security Administration
- Tracking and managing tenant deposits (last month’s rent, security deposits, damage deposits).
- Administering interest payments on deposits where required by law.
- Ensuring proper refund or deduction processes at move-out.
8. Lease Audits & Quality Control
- Periodically auditing leases for discrepancies between system data and physical agreements.
- Ensuring all rent escalations, CAM charges (commercial), and increases are applied correctly.
- Validating tenant charges against lease terms.
9. Coordination with Internal Teams
- Accounting: Supporting rent roll accuracy, CAM reconciliations, and billing.
- Operations: Sharing lease terms related to maintenance, access, or service level requirements.
- Legal: Coordinating on enforcement actions or complex lease issues.
10. Reporting & Performance Monitoring
- Providing ownership with real-time lease data: lease expiries, upcoming escalations, delinquency status, tenant retention.
- Creating occupancy and revenue projection reports.
- Assisting with due diligence during acquisitions or refinancing.
Real Estate Services
Designed to help you maximize the value of your assets, whether through leasing, sales, or strategic advisory.
From filling residential and commercial vacancies to executing lease-up programs, managing dispositions, and advising on portfolio strategy, we bring market intelligence and hands-on execution to every step.
Modular, scalable, and outcome-driven—our approach flexes to match your real estate goals.
1. Leasing – Residential and Commercial
- Residential Leasing
- Marketing vacant units through listings, signage, websites, and third-party platforms.
- Coordinating showings, responding to inquiries, and managing application workflows.
- Screening tenants (credit, income, references) and ensuring compliance with fair housing laws.
- Preparing lease documentation and overseeing lease signing and move-in.
- Commercial Leasing
- Marketing retail, office, and industrial space through commercial broker networks, signage, and targeted campaigns.
- Qualifying prospective tenants and reviewing business plans or financials.
- Negotiating lease terms including base rent, additional rent (CAM, taxes, insurance), term length, tenant improvements (TIs), and exclusivity/use clauses.
- Coordinating legal review and execution of Offers to Lease, Leases, and Amendments.
2. Sales – Investment and Owner-User Properties
- Preparing and listing properties for sale on MLS (residential) or commercial platforms such as LoopNet, CoStar, Altus, and ICX.
- Assembling offering memorandums (OMs), data rooms, and due diligence materials.
- Hosting property tours for potential buyers and investors.
- Engaging and managing the brokerage process (in-house or third-party), including offer negotiation and closing coordination.
3. Market Research & Pricing Strategy
- Conducting competitive market analysis (CMA) to determine optimal pricing for leasing or sale.
- Monitoring local market trends, vacancy rates, absorption, and tenant demand.
- Advising owners on repositioning strategies, suite mixes, and value-add opportunities.
4. Tenant & Buyer Representation
- Representing tenants in their search for suitable leased space.
- Assisting clients with site selection, needs assessments, and lease negotiation.
- Representing buyers in acquisitions—providing advice on valuation, income potential, zoning, and condition.
5. Lease-Up Programs for New Developments
- Designing and executing lease-up campaigns for newly constructed or repositioned buildings.
- Creating marketing collateral, signage, and promotional events.
- Managing lease absorption schedules in coordination with ownership and construction timelines.
6. Relationship Management
- Maintaining strong relationships with tenants, brokers, and institutional clients.
- Coordinating with property managers and asset managers to ensure alignment between leasing efforts and long-term asset strategy.
- Providing regular reporting on leasing velocity, renewal rates, and deal pipelines.
7. Documentation & Compliance
- Ensuring all brokerage and leasing activity complies with local real estate regulatory bodies (e.g., RECO in Ontario).
- Maintaining license requirements, disclosures, and agency agreements.
- Coordinating closing documentation for sales transactions, including title review, adjustments, and possession.
8. Strategic Advisory & Portfolio Optimization
- Advising property owners on lease restructuring, buy/sell decisions, and long-term real estate planning.
- Supporting asset managers with performance benchmarking, hold/sell analyses, and market positioning.
- Assisting institutional clients with portfolio-wide leasing mandates or disposition strategies.
Legal
Protecting your property, your people, and your peace of mind.
From lease enforcement and eviction coordination to tribunal preparation, legal correspondence, and regulatory compliance, we manage risk with precision and care.
With our modular approach, you get the legal support you need, when and how you need it.
1. Lease Enforcement & Legal Notices
- Drafting and serving legal notices (e.g., N4, N5, N12 under Ontario’s RTA).
- Tracking notice periods and following through on procedural timelines.
- Documenting tenant breaches and preparing case files for escalation.
2. Tribunal & Court Preparation
- Preparing and submitting applications to the Landlord and Tenant Board (LTB), Small Claims Court, or other tribunals.
- Assembling supporting documentation (leases, notices, communications).
- Attending hearings or coordinating with licensed paralegals or legal representatives.
3. Eviction Coordination
- Managing the legal process for non-payment, behavioral evictions, or substantial renovations.
- Liaising with bailiffs, sheriffs, and external legal counsel for enforcement.
- Ensuring all steps are legally compliant to avoid procedural dismissal.
4. Lease Review & Abstracting
- Reviewing commercial and residential leases to extract key terms.
- Maintaining an organized lease database with critical dates (renewals, rent escalations, exclusivity clauses).
- Flagging legal risks or ambiguities for internal teams or legal review.
5. Legal Correspondence & Documentation
- Drafting formal letters to tenants, landlords (if managing leased locations), and third parties.
- Responding to legal inquiries or document requests.
- Maintaining internal records of all legal actions and outcomes.
6. Regulatory Compliance
- Monitoring legislative changes (e.g., RTA, ESA, municipal bylaws).
- Ensuring company policies and lease agreements are compliant with current laws.
- Supporting building compliance related to accessibility, fire safety, and zoning.
7. External Legal Coordination
- Retaining and briefing external law firms for complex legal matters (e.g., litigation, title issues, development disputes).
- Providing context, background documents, and operational insights to counsel.
- Managing legal budgets and tracking billable hours against retainer agreements.
8. Corporate Governance & Entity Administration
- Assisting with business license renewals, minute book updates, and corporate filings.
- Coordinating with external corporate law firms for incorporations, shareholder agreements, or restructuring matters.
- Maintaining signing authority lists and corporate registries.
9. Risk Management & Insurance Claims
- Reviewing and assisting with insurance claims involving legal liability.
- Coordinating evidence and statements for adjusters and counsel.
- Supporting liability mitigation (e.g., signage, policy development).
10. Records & FOI Requests
- Responding to Freedom of Information requests or tenant document demands.
- Safeguarding sensitive records and legal files.
- Ensuring secure, organized retention of legal correspondence and tribunal files.
What We Manage
Experts in Mixed Use, Office, Retail, and Industrial Buildings
We understand that commercial property ownership demands more than routine upkeep—it requires a management partner equipped to streamline operations, safeguard revenue, and foster tenant satisfaction. By leveraging our deep industry expertise and localized market insight, we tailor our approach to meet the distinct needs of office complexes, retail centers, and mixed-use properties.
Our personalized service ensures that every detail—from day-to-day building functionality to strategic tenant retention programs—aligns with your investment objectives.
Why Choose Imperra?
Forward-Thinking with a Track Record of Driving Sustainable Returns
At Imperra, we understand that commercial property ownership demands more than routine upkeep—it requires a management partner equipped to streamline operations, safeguard revenue, and foster tenant satisfaction. By leveraging our deep industry expertise and localized market insight, we tailor our approach to meet the distinct needs of office complexes, retail centers, and mixed-use properties.
Our personalized service ensures that every detail—from day-to-day building functionality to strategic tenant retention programs—aligns with your investment objectives.