Job Description

Overview

The

Property Coordinator

plays a key administrative and support role within the property management team. This individual ensures seamless execution of tenant communications, leasing documentation, maintenance coordination, and listing support. The Property Coordinator is essential in facilitating a smooth move-in/move-out process, maintaining accurate system records, and supporting the Leasing Agent and Senior Property Manager in delivering best-in-class service to tenants and owners.

Duties

1. Administrative & Tenant Services:

Serve as the first point of contact for tenant inquiries, service requests, and general portfolio communications.

Schedule and coordinate move-in and move-out appointments, preparing documentation, managing key handoffs, and updating internal systems.

Draft lease agreements, renewals, rent increase notices, and other legal documentation in collaboration with the Senior PM.

Maintain digital and physical tenant files, ensuring all documents are accurate, up-to-date, and properly archived.

2. Lease Drafting & Application Review

Authorize new leases in compliance with company policy and provincial legislation.

Review tenant applications for completeness and compliance with screening criteria.

Approve or recommend applicants based on background checks, employment verification, and references.

3. Maintenance & Vendor Coordination:

Dispatch and track maintenance work orders; follow up to ensure completion and tenant satisfaction.

Coordinate vendor access, site visits, and unit entry for maintenance, inspections, and installations.

Maintain service logs, invoice tracking, and vendor contact lists.

4. Owner Support:

Assist in preparing and distributing owner reports, vacancy updates, and ad performance summaries.

Coordinate communication and updates to owners under the guidance of the Senior PM.

Support the tracking of owner approvals for repairs, renewals, and project work.

5. Leasing & Marketing Support:

Coordinate with the Leasing Agent to ensure ad listings are accurate, complete, and reflect current pricing and availability.

Review and update listing platforms (e.g., Rentfaster) to ensure consistency across all channels.

Assist in uploading and refreshing ad photos, floor plans, virtual tours, and copy as needed.

Track inquiries, showing requests, and listing performance for internal reporting.

Property showing coverage may be needed during peak leasing periods or for vacation coverage

Monitor platform presence across Rentfaster, Facebook, and the company website.

6. Operational Reporting:

Generate weekly vacancy and maintenance tracking reports.

Ensure all tenant and unit information is accurately entered and updated in the property management system.

Support internal audits and compliance with internal SOPs.

7. Legal & Compliance

Maintain working knowledge of the Residential Tenancies Act and other relevant leasing regulations.

Ensure compliance with Fair Housing guidelines and internal leasing standards.

Support lease renewals and terminations in collaboration with the Property Manager.

Maintain maintenance tasks board

Coordinate vendor and tenant entrance instructions.

Reconcile all vendor invoices within portfolio.

Update Monday Board daily.

Escalate any issues to Property Manager.

8. Project Management & Workflow Optimization

Champion the use of Monday.com across all departments to streamline workflows, increase transparency, and improve team collaboration as needed

Act as the internal owner of Monday.com--creating templates, dashboards, and automations tailored to the needs of property managers, leasing agents, and maintenance staff as needed.

Train team members on best practices, ensure consistent usage, and continuously optimize board structures to align with evolving business processes.

Collaborate with leadership to translate operational goals into actionable, trackable workflows within Monday.com.

Ensure data is accurate and up today on key operational boards

Requirements

Proven experience in property management or a related field is preferred. Strong administrative skills with experience in office settings. Excellent customer service skills with a focus on relationship management. Proficiency in Yardi or similar property management software is highly desirable. Strong negotiation skills with the ability to resolve conflicts effectively. Familiarity with data entry processes and filing systems for efficient record keeping. Exceptional phone etiquette and communication skills are essential. Ability to work independently as well as part of a team in a fast-paced environment. If you are passionate about property management and possess the necessary skills to excel in this role, we encourage you to apply.
Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care On-site parking Paid time off
Work Location: In person