Property Coordinator & Ribfest Administrator
Position Overview
We are seeking a dynamic, highly organized, and detail-oriented Property Coordinator & Ribfest Administrator to join our growing team.
This is a dual-role position supporting both our property management operations and our Ribfest program. The successful candidate will play an important role in keeping day-to-day operations organized, ensuring accurate data entry and documentation, coordinating with tenants, contractors, vendors, and event teams, and following tasks through to completion.
Strong organizational skills, attention to detail, time management, and the ability to prioritize competing demands will be essential to success in this position. We are looking for someone who takes initiative, communicates effectively, follows up consistently, and is comfortable working in a fast-paced environment where priorities can change quickly.
This is an exciting opportunity for an energetic and motivated individual to grow with an organization that is actively expanding.
Property Coordinator
Key Responsibilities
- Coordinate maintenance requests, repairs, inspections, and service calls, ensuring timely follow-up and completion.
- Serve as a primary point of contact for tenant inquiries, concerns, move-ins, move-outs, and general property-related communication.
- Schedule and coordinate access for contractors, vendors, trades, and service providers.
- Liaise with contractors and vendors to obtain updates, confirm completion of work, and address outstanding issues.
- Monitor rent accounts and delinquencies, follow up on outstanding balances, and take appropriate action to resolve arrears.
- Prepare and issue LTB notices and forms as required, including N4, N8, N9, N13, and other applicable documentation, while tracking matters through to completion.
- Attend Landlord and Tenant Board hearings as required.
- Maintain accurate and up-to-date tenant, property, and lease records in Property Vista.
- Maintain lease documentation, service contracts, work orders, inspection reports, notices, correspondence, and other property records.
- Assist with lease administration, renewals, rent-related communications, and tenant documentation.
- Ensure all relevant tenant and lease information is accurately updated in Property Vista.
- Coordinate and assist with property inspections, identifying maintenance, safety, cleanliness, and compliance concerns.
- Track work orders, contractor progress, invoices, and property-related expenses.
- Utilize QuickBooks to process, monitor, and pay vendor and supplier invoices.
- Assist with unit turnovers, including coordinating cleaning, repairs, keys, access, inspections, and readiness for occupancy.
- Follow up on outstanding maintenance and administrative items to ensure they are completed within expected timelines.
- Assist with preparing reports, notices, tenant communications, and internal updates.
- Support compliance with applicable property standards, safety requirements, company policies, and local regulations.
- Maintain organized electronic and physical filing systems.
- Perform general administrative duties and other related tasks as assigned.
Ribfest Administrator
The Ribfest Administrator provides the administrative coordination, information, resources, and logistical support required to ensure Ribfest events are organized, compliant, and successfully executed.
Key Responsibilities
- Complete and submit event applications and required documentation accurately and within established deadlines.
- Apply for and coordinate required permits and licenses.
- Ensure required insurance coverage and certificates are current and available.
- Coordinate event utilities and required site services.
- Coordinate travel arrangements and accommodations for Ribfest teams as required.
- Communicate event requirements, timelines, and logistics to Ribfest teams and internal staff.
- Maintain accurate records of permits, insurance certificates, applications, bookings, contracts, and other event documentation.
- Utilize QuickBooks to process and pay event-related vendor and supplier invoices.
- Coordinate payment equipment and ensure required payment systems are available, operational, and ready for use at event sites.
- Assist with payroll administration and ensure required payroll information is collected and submitted accurately and on time.
- Track outstanding event requirements and follow up with the appropriate individuals to ensure deadlines are met.
- Assist with event logistics, administrative preparation, and on-site requirements as needed.
- Maintain organized Ribfest files and records throughout the event season.
- Communicate proactively with the Ribfest Coordinator, Team Leads, vendors, suppliers, and internal departments.
- Identify potential issues or missing information before they become operational problems and take appropriate action to resolve them.
- Perform other Ribfest administrative duties as assigned.
Qualifications & Skills
- Previous office, administrative, property management, or coordination experience required.
- Strong attention to detail and accuracy in data entry and record keeping.
- Excellent organizational and time-management skills.
- Ability to prioritize multiple tasks and manage competing deadlines.
- Strong follow-up skills with the ability to see tasks through to completion.
- Excellent written and verbal communication skills.
- Comfortable communicating with tenants, contractors, vendors, suppliers, and internal team members.
- Proficient with Microsoft Office, email, and general computer applications.
- Experience with Property Vista and QuickBooks is considered an asset.
- Ability to learn new software and systems quickly.
- Strong problem-solving skills and the ability to take initiative.
- Ability to work independently while also contributing effectively to a team.
- Professional, energetic, dependable, and service-oriented approach.
- Ability to remain organized and composed in a fast-paced environment where priorities may change.
What We Are Looking For
The successful candidate is someone who is organized, proactive, accountable, and detail-oriented. You should be comfortable managing multiple priorities, following up with others, and ensuring that nothing falls through the cracks.
If you enjoy staying busy, solving problems, communicating with people, and taking ownership of your responsibilities, we would love to hear from you.
Join our team and play an important role in supporting our growing property management operations and successful Ribfest program.
Pay: $20.00-$24.00 per hour
Benefits:
- Discounted or free food
- Flexible schedule
- On-site parking
Work Location: In person
