Frederick Fox

Property CoordinatorLocation: Dorval, QC, CanadaJob Type: Full-TimeCompensation: Competitive SalaryDepartment: Property ManagementPosition OverviewWe are seeking a Property Coordinator to provide administrative and operational support to the Property Management team overseeing a portfolio of commercial real estate properties in Canada.This role will support day-to-day property operations, tenant and vendor communications, contracts, invoices, utilities, reporting, compliance, work orders, and various property management initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment.Key Responsibilities<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare, manage, and track service contracts, project agreements, construction contracts, and purchase orders.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with requests for proposals (RFPs) for property services.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Support Property Managers with tenant improvements, move-ins, move-outs, and capital projects.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with documenting and tracking property inspections.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Develop and maintain positive relationships with tenants, vendors, contractors, and internal stakeholders.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Respond to tenant concerns, coordinate vendor dispatches, and follow up on service performance.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Perform initial review and coding of vendor invoices.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Prepare and track utility billings and tenant reimbursements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Manage utility transfers related to property acquisitions, dispositions, and tenant activity.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Support accounts payable research and follow-up.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with owner reporting, variance analysis, and operating budget preparation.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Establish new utility accounts and maintain related documentation.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Monitor tenant and vendor compliance with insurance requirements.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain and track certificates of insurance.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain tenant and vendor databases, including parking information.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Develop and maintain property management information files for each assigned property.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain organized property and construction files, including contracts, approvals, insurance documentation, bids, releases, and related records.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain work order and service ticket systems, including entering, monitoring, and following up on service requests.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Maintain building contact lists and emergency contact information.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with the preparation and maintenance of emergency response plans.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Monitor equipment inspections, certifications, and compliance requirements and coordinate completion with Property Managers.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Assist with property acquisition and disposition transition activities.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Provide administrative support for department-wide initiatives, procedures, and standard operating processes.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Conduct special projects and ad hoc research as needed.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Provide front desk and reception coverage when needed, including answering calls, handling correspondence and emails, greeting visitors and delivery personnel, ordering office supplies, and providing general administrative support.</li>
</ul>Qualifications<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">
1–2 years of experience supporting real estate, commercial property management, facilities, or a related administrative function.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience working with property management or real estate professionals preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Experience with Yardi or another property management software platform is a plus.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong proficiency with Microsoft Office, including Outlook, Word, and Excel.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong written and verbal communication skills.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Excellent organizational, time-management, and problem-solving abilities.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Strong attention to detail and ability to manage multiple deadlines and competing priorities.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Self-motivated with the ability to take initiative and work independently.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Professional, approachable, and customer-service-oriented communication style.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to build effective working relationships with tenants, vendors, contractors, property owners, and internal teams.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to prepare clear and concise correspondence, reports, documentation, and presentations.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Comfortable working with numbers, invoices, budgets, and financial information.</li>
</ul>Education &amp; Experience<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Associate's degree or equivalent combination of education, training, and relevant experience preferred.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Coursework or education in real estate, property management, accounting, business administration, or a related field is a plus.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Previous experience in commercial real estate, property accounting, facilities, or property administration is preferred.</li>
</ul>Work Environment<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Primarily office-based with occasional travel to remote property or office locations, generally up to 10% annually.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Fast-paced, collaborative environment requiring the ability to manage multiple priorities and deadlines.</li>
</ul>Physical Requirements<ul style="margin:0px;padding-left:40px;">
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to remain seated and work at a computer for extended periods.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Ability to access file cabinets, office equipment, and other workplace resources.</li>
<li style="line-height:1.2;font-family:Arial;font-size:14px;color:rgb(0, 0, 0);margin:0px;">Occasionally lift or move boxes or materials weighing up to approximately 10 lbs.</li>
</ul>Ideal CandidateThe ideal candidate is an organized and proactive property management professional who enjoys working with tenants, vendors, contractors, and internal teams. This person should be comfortable handling administrative details, coordinating multiple tasks, working with invoices and property documentation, and supporting Property Managers with the day-to-day operation of a commercial real estate portfolio.

Property Coordinator

Location: Dorval, QC, Canada

Job Type: Full-Time

Compensation: Competitive Salary

Department: Property Management

Position Overview

We are seeking a Property Coordinator to provide administrative
and operational support to the Property Management team
overseeing a portfolio of commercial real estate properties in
Canada.

This role will support day-to-day property operations, tenant and
vendor communications, contracts, invoices, utilities, reporting,
compliance, work orders, and various property management
initiatives. The ideal candidate is highly organized,
detail-oriented, proactive, and comfortable managing multiple
priorities in a fast-paced environment.

Key Responsibilities

* Prepare, manage, and track service contracts, project
agreements, construction contracts, and purchase orders.
* Assist with requests for proposals (RFPs) for property
services.
* Support Property Managers with tenant improvements, move-ins,
move-outs, and capital projects.
* Assist with documenting and tracking property inspections.
* Develop and maintain positive relationships with tenants,
vendors, contractors, and internal stakeholders.
* Respond to tenant concerns, coordinate vendor dispatches, and
follow up on service performance.
* Perform initial review and coding of vendor invoices.
* Prepare and track utility billings and tenant reimbursements.
* Manage utility transfers related to property acquisitions,
dispositions, and tenant activity.
* Support accounts payable research and follow-up.
* Assist with owner reporting, variance analysis, and operating
budget preparation.
* Establish new utility accounts and maintain related
documentation.
* Monitor tenant and vendor compliance with insurance
requirements.
* Maintain and track certificates of insurance.
* Maintain tenant and vendor databases, including parking
information.
* Develop and maintain property management information files for
each assigned property.
* Maintain organized property and construction files, including
contracts, approvals, insurance documentation, bids, releases,
and related records.
* Maintain work order and service ticket systems, including
entering, monitoring, and following up on service requests.
* Maintain building contact lists and emergency contact
information.
* Assist with the preparation and maintenance of emergency
response plans.
* Monitor equipment inspections, certifications, and compliance
requirements and coordinate completion with Property Managers.
* Assist with property acquisition and disposition transition
activities.
* Provide administrative support for department-wide initiatives,
procedures, and standard operating processes.
* Conduct special projects and ad hoc research as needed.
* Provide front desk and reception coverage when needed,
including answering calls, handling correspondence and emails,
greeting visitors and delivery personnel, ordering office
supplies, and providing general administrative support.
Qualifications

* 1–2 years of experience supporting real estate, commercial
property management, facilities, or a related administrative
function.
* Experience working with property management or real estate
professionals preferred.
* Experience with Yardi or another property management software
platform is a plus.
* Strong proficiency with Microsoft Office, including Outlook,
Word, and Excel.
* Strong written and verbal communication skills.
* Excellent organizational, time-management, and problem-solving
abilities.
* Strong attention to detail and ability to manage multiple
deadlines and competing priorities.
* Self-motivated with the ability to take initiative and work
independently.
* Professional, approachable, and customer-service-oriented
communication style.
* Ability to build effective working relationships with tenants,
vendors, contractors, property owners, and internal teams.
* Ability to prepare clear and concise correspondence, reports,
documentation, and presentations.
* Comfortable working with numbers, invoices, budgets, and
financial information.
Education & Experience

* Associate's degree or equivalent combination of education,
training, and relevant experience preferred.
* Coursework or education in real estate, property management,
accounting, business administration, or a related field is a
plus.
* Previous experience in commercial real estate, property
accounting, facilities, or property administration is preferred.
Work Environment

* Primarily office-based with occasional travel to remote
property or office locations, generally up to 10% annually.
* Fast-paced, collaborative environment requiring the ability to
manage multiple priorities and deadlines.
Physical Requirements

* Ability to remain seated and work at a computer for extended
periods.
* Ability to access file cabinets, office equipment, and other
workplace resources.
* Occasionally lift or move boxes or materials weighing up to
approximately 10 lbs.
Ideal Candidate

The ideal candidate is an organized and proactive property
management professional who enjoys working with tenants, vendors,
contractors, and internal teams. This person should be
comfortable handling administrative details, coordinating
multiple tasks, working with invoices and property documentation,
and supporting Property Managers with the day-to-day operation of
a commercial real estate portfolio.

Property Coordinator

About the role

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