Property Management Operations & SOP Coordinator
Shelterly Management Inc.
Location: Greater Toronto Area (Primarily Remote)
Job Type: Part-Time Employee
Hours: Approximately 20–25 hours per week
Compensation: $23.00 per hour
Schedule: Monday to Friday, daytime business hours
About Shelterly
Shelterly Management Inc. is a modern residential and commercial property management company serving owners and investors throughout the Greater Toronto Area.
We are building a technology-enabled operating system designed to deliver exceptional service, strong communication, consistent processes and scalable operations as we continue to grow.
We are seeking an organized, proactive and detail-oriented professional to join our team as a Property Management Operations & SOP Coordinator.
This role combines property management administration, operations coordination and process documentation and is ideal for someone who enjoys creating structure, improving systems and helping businesses scale.
About The Role
This is not a traditional administrative position.
The successful candidate will assist with day-to-day residential property management operations while also helping Shelterly document, standardize and improve its internal systems, procedures and workflows.
You will work closely with management to transform existing workflows, emails, notes, meetings and operational processes into clear and practical Standard Operating Procedures (SOPs), checklists, templates and training materials.
You will help build the systems that future Shelterly employees will use every day.
Key ResponsibilitiesProperty Management Administration
- Create and monitor maintenance work orders using TenantCloud.
- Coordinate maintenance appointments between tenants and vendors.
- Obtain repair quotations from approved vendors.
- Follow up on outstanding maintenance requests and vendor timelines.
- Monitor open work orders and escalate overdue items.
- Upload invoices and supporting documentation.
- Assist with leasing administration and applicant processing.
- Coordinate inspections and follow-up items.
- Organize digital property files and records.
- Assist with owner reporting and operational administration.
- Support tenant and owner communications as required.
- Maintain vendor records and documentation.
- Track operational deadlines and outstanding action items.
SOP Development and Process Documentation
- Interview management regarding workflows and procedures.
- Review recordings, notes, screenshots and existing documents.
- Observe and document operational processes.
- Draft formal SOPs using Shelterly templates.
- Create process maps and workflow documentation.
- Develop checklists, forms and templates.
- Document approval requirements and escalation procedures.
- Identify process gaps and missing information.
- Test procedures against real operational workflows.
- Maintain SOP version control and review schedules.
- Support employee onboarding and training materials.
Process Improvement
- Identify inefficiencies and opportunities for improvement.
- Recommend workflow enhancements.
- Support implementation of operational improvements and automation initiatives.
- Assist with the development of Shelterly's internal knowledge base.
Systems Used
The successful candidate will regularly work with:
- TenantCloud
- Google Workspace
- Gmail
- Google Drive
- Google Docs
- Google Sheets
- Google Calendar
- Notion
- ClickUp
- HubSpot
- ChatGPT
- Loom
- Scribe
- Google Meet
Training will be provided where required.
Required Qualifications
- Excellent written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Strong follow-up and task management abilities.
- Ability to work independently in a remote environment.
- Professional judgement and discretion.
- Strong problem-solving skills.
- Comfortable managing multiple priorities and deadlines.
- High level of professionalism and confidentiality.
- Strong proficiency with Google Workspace applications.
Preferred Qualifications
- Experience in residential property management.
- Experience as a property management administrator or coordinator.
- Experience coordinating maintenance requests and vendors.
- Experience with SOP creation or process documentation.
- Experience using TenantCloud or similar software.
- Familiarity with Ontario residential property management practices.
- Familiarity with the Ontario Residential Tenancies Act is considered an asset.
- Experience with Notion, ClickUp, HubSpot or CRM systems is considered an asset.
The ideal candidate:
- Notices when details are missing.
- Follows through without repeated reminders.
- Enjoys creating organization and structure.
- Communicates clearly and professionally.
- Takes ownership of tasks and deadlines.
- Is comfortable asking thoughtful questions.
- Enjoys improving systems and processes.
- Can transform verbal instructions into clear documentation.
- Thrives in a growing and entrepreneurial environment.
Additional hours and advancement opportunities may become available as Shelterly continues to grow.
What Success Looks Like
Within the first 90 days, the successful candidate should be able to:
- Understand Shelterly's core operational workflows.
- Independently manage routine maintenance administration.
- Coordinate vendors and tenants effectively.
- Maintain accurate and organized records.
- Draft SOPs using Shelterly's standardized format.
- Identify process gaps and opportunities for improvement.
- Reduce routine operational workload on management.
Why Join Shelterly?
This is an opportunity to join a growing company during an exciting stage of development and help shape the systems and processes that will support future growth.
You will play an important role in building the operational foundation of a modern property management company while gaining exposure to operations, systems development, technology and process improvement.
For the right individual, this role offers significant opportunity for growth into positions such as:
- Senior Operations Coordinator
- Property Manager
- Operations Manager
- Director of Operations
- Training and Quality Assurance Manager
How To Apply
Please submit:
- Your resume
- A brief cover letter outlining your relevant experience
- Examples of SOPs, process documentation, checklists or administrative workflows you have created (if available)
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $40,996.87-$66,170.51 per year
Work Location: Hybrid remote in Etobicoke, ON M9B 6H7
