A real estate agent or leasing agent finds a tenant and helps sign the lease, then the job ends. A property manager runs the tenancy afterwards: rent records, repairs, inspections, notices and owner reports. Choose an agent if you only need the unit rented and you will handle the tenancy yourself. Choose a property manager if you want the day-to-day work done. Some owners need both jobs, from one provider or two.
Property manager vs real estate agent at a glance
The two roles overlap for about a week, around lease signing. After that they split. Use this table to see where.
| Question | Real estate agent or leasing agent | Property manager |
|---|---|---|
| When the work happens | Before the tenancy, up to lease signing and key handover | From move-in through the tenancy to move-out |
| Main tasks | Listing, showings, applications, lease negotiation and paperwork | Rent records, maintenance requests, inspections, tenant communication, notices, owner statements |
| How the job ends | When the lease is signed and the unit is handed over | When the written scope ends or you end the agreement |
| How the fee is set | By the placement job | By the ongoing scope: units, property type and tasks |
| Best fit | Owners who will manage the tenancy themselves | Owners who want the tenancy handled for them |
Providers vary, so the written scope matters more than the job title. Some agents offer light follow-up and some managers include placement. Read what is actually included.
What a real estate agent or leasing agent does for a landlord
An agent solves one problem: an empty unit. The usual tasks are a listing with photos, showings, collecting applications, negotiating the start date and any extras, and preparing the lease. Ontario requires most private residential landlords, including property management companies, to use the Ontario Standard Lease for new leases, so ask which form the agent will use and who fills it in.
Applicant checks are where scopes differ most. Some agents only forward applications to you. Others check credit, employment, income and references. Ask exactly which checks are done, with the applicant's written consent, and whether the same criteria are applied to every applicant. The Human Rights Code applies to renting, so you want a consistent, documented process either way. Our tenant screening and placement service is built around that kind of decision record.
Then the agent hands over the keys and the file. Anything after that, such as a tenant who pays late in month three or a furnace that fails in January, is yours unless you have agreed otherwise in writing.
What a property manager does after the tenant moves in
A property manager covers the long middle of a tenancy. In practice that means:
- Rent: ledgers, receipts, tracking of late payments, reminders and owner statements. If you decide to proceed, N4 preparation. Legal proceedings are a separate decision.
- Repairs: tenant requests logged and prioritized, spending approved by you under limits agreed in writing, trades booked and access arranged with proper written notice.
- Inspections: move-in and move-out condition reports with photos, periodic inspections with notice, seasonal checks.
- Lease admin: renewal dates tracked and rent increase notices timed to the 90-day rule.
- Emergencies: an agreed plan for no heat, a burst pipe or a power outage.
The Landlord and Tenant Board (LTB) deals with disputes, and a lawyer or licensed paralegal can represent you there. For the full list of tasks see our guide to what a property manager does, and for the written terms see property management contracts in Ontario.
Property manager vs leasing agent vs leasing manager
These titles get mixed up in searches and in sales calls. A leasing agent may be a registered real estate agent working under a brokerage, or a staff member of a landlord or management company who shows units and prepares leases. A leasing manager usually leads that leasing work for a building or a portfolio. Neither title tells you who answers a tenant's call about a leaking tap in February.
Ask four questions before you hire anyone with any of these titles:
- Does the work stop at lease signing, or continue through the tenancy?
- Who collects and records rent after move-in?
- Who arranges repairs, and what can they approve without calling you?
- Who do I deal with when this person is away?
If the answers are vague, treat the role as placement only and plan the rest yourself.
Registration and licences: what Ontario law says
This is general information, not legal advice. The Trust in Real Estate Services Act, 2002 requires registration to trade in real estate, and it defines "trade" to include a lease or rental and any act or negotiation in furtherance of one. The same Act lists exemptions, and one of them covers a person who trades in real estate solely to arrange leases to which the Residential Tenancies Act, 2006 applies, subject to any conditions set in the regulations.
So a registered agent is not automatically the only person who may arrange a residential lease, and a registered agent is not automatically allowed to do more than the rules and their brokerage allow. The definition of trade does not list day-to-day tasks such as collecting rent or arranging repairs. If you are unsure whether a particular person or arrangement needs registration, ask the Real Estate Council of Ontario (RECO) or a lawyer.
Managing a condominium corporation for its board is a different, licensed job with its own regulator. It is not the same as looking after one owner's rented unit.
Can a realtor do property management?
Often they can offer it, but the structure matters. The Act describes a salesperson as an individual employed by a brokerage to trade in real estate, and a salesperson must be registered as a salesperson of a brokerage. A realtor's leasing work therefore runs through their brokerage. Whether the brokerage allows ongoing management, and how it is set up, is the brokerage's decision.
If a realtor offers both, get two scopes in writing: one for placement and one for ongoing management. Then ask:
- Is the management agreement with the brokerage or with the individual?
- Where are rent records and tenant files kept, and can you see them?
- Who covers when the realtor is busy with closings and showings?
- What happens to the file if the realtor leaves the brokerage?
Which one does your rental need?
Use these rules as a starting point.
- Choose a real estate or leasing agent if you live nearby, you are comfortable handling rent, repairs and notices, and the unit simply needs a good tenant.
- Choose a property manager if you live far away, own several units, work long hours or want a steady record of rent, repairs and inspections.
- Choose both if you want a marketing-led search and ongoing management, and your manager does not include placement.
- Skip both if you have one unit nearby and the time to follow the Act yourself. Our comparison of hiring a property manager vs self-managing helps with that call.
On fees, ask for each job to be priced separately. Placement is priced for the search. Ongoing management is priced by the number of units, the property type and the tasks in the scope. D&D Property Management starts with a free consultation and a written scope, and treats placement-only help and ongoing management as separate scopes.
Questions landlords ask about agents and property managers
Is a property manager the same as a leasing agent?
No. A leasing agent focuses on getting the unit rented and the lease signed. A property manager looks after the tenancy afterwards, including rent records, repair requests, inspections and notices. Some companies offer both, so read the written scope to see which tasks you are actually buying and where each one stops.
Can I do property management as a realtor?
A realtor is registered as a salesperson of a brokerage, so leasing work runs through that brokerage. The Act's definition of trade does not list ongoing management. Ask the brokerage whether it offers management, who the contract is with and how records are kept. For registration questions, ask RECO or a lawyer.
Do I need both a real estate agent and a property manager?
Not always. Many managers include tenant placement in their scope, so you may only need one provider. Pay for both only if you want a separate marketing-led search before handing the tenancy to a manager. Ask each provider what is included so you are not paying for the same task twice.
Does hiring a manager or agent change my duties as a landlord?
The Residential Tenancies Act puts the duty to keep the unit in a good state of repair on the landlord. Hiring help does not change who the Act names. Agree in writing who carries out each task and what you must approve. For questions about liability, ask a lawyer or the LTB.
Let D&D Property Management Handle It
Professional property management for landlords across Kitchener, Waterloo, Cambridge, Guelph and the surrounding Region.
Get a Free ConsultationKey Takeaways
- An agent places a tenant once. A property manager runs the tenancy from move-in to move-out.
- The written scope matters more than the job title, so ask what is included and where it stops.
- The Trust in Real Estate Services Act exempts people who trade solely to arrange leases the Residential Tenancies Act covers, subject to the regulations.
- If a realtor also offers management, get a separate written scope for each job.
- Hiring help does not change a landlord's duties under the Residential Tenancies Act.
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