Job Description
We are seeking a highly organized and motivated Operations Coordinator to support the day-to-day operations of our property management business. This role is responsible for coordinating operational activities across multiple properties, supporting capital and maintenance projects, tracking budgets and expenditures, collecting rents and ensuring administrative processes run efficiently.
The successful candidate will work closely with senior management, tenants, contractors, vendors, and service providers to help maintain our portfolio, coordinate projects, and support the financial and operational performance of the organization.
Key Responsibilities
Operations Coordination
- Work closely with the Directors to coordinate day-to-day operational activities across multiple commercial and residential properties.
- Assist with scheduling and coordinating maintenance, repairs, inspections, and preventative maintenance programs.
- Liaise with tenants, contractors, vendors, and service providers to ensure work is completed efficiently and to a high standard.
- Assist with procurement of materials, equipment, and contracted services.
- Maintain organized records for service agreements, contracts, inspections, warranties, and operational documentation.
- Support office operations, including maintaining supplies, coordinating service providers, and assisting with administrative functions.
- Provide administrative support to senior management as required.
Project Coordination
- Coordinate property improvement, maintenance, and capital projects from planning through completion.
- Maintain project documentation, including quotations, purchase orders, invoices, meeting notes, and project records.
- Provide regular project updates to management and identify potential scheduling or budget concerns.
Financial Tracking & Reporting
- Track and record operational and project budgets, purchase orders, invoices, and expenditures.
- Review invoices for accuracy and coordinate approvals for payment.
- Maintain cost tracking reports and assist with budget forecasting.
- Prepare operational and financial reports to support management decision-making.
- Work closely with the accounting team to ensure timely processing of invoices and accurate financial records.
Qualifications
- College diploma or university degree in Business Administration, Property Management, Project Management, Accounting, or a related field.
- Minimum 3–5 years of experience in operations coordination, property management, project coordination, or a similar role.
- Experience within commercial property management, facilities management, or real estate is considered an asset.
- Strong organizational and time management skills with the ability to manage multiple priorities.
- Experience tracking budgets, invoices, and operational expenditures.
- Proficiency in Microsoft Office, particularly Excel, and Microsoft 365.
- Experience with property management software or work order management systems is considered an asset.
- Excellent written and verbal communication skills.
Work Environment
- Fast-paced, team-oriented environment.
- Ability to manage multiple properties, projects, and competing priorities.
- Strong attention to detail and problem-solving abilities.
- Ability to work independently while collaborating effectively with internal and external stakeholders.
Additional Requirements
- Valid driver's licence and reliable vehicle.
- Ability to travel to Hamilton area
- Professional, organized, and dependable with excellent interpersonal skills.
Job Type: Full-time, Permanent
Pay: $25.00-$30.00 per hour
Benefits:
- Casual dress
- Dental care
- On-site parking
- Paid time off
Work Location: In person
