We are seeking a highly organized, proactive, and service-oriented Facilities & Property Coordinator to join our property management team. This position plays an important role in supporting the day-to-day operations, maintenance, safety, and administration of approximately 65 properties.
The successful candidate will act as a key point of contact between tenants, property management, contractors, vendors, technicians, and service providers. This is a dynamic role requiring excellent communication, strong attention to detail, sound judgment, and the ability to effectively manage multiple priorities in a fast-paced environment
Key Responsibilities
- Coordinate the day-to-day facilities and building operations across the property portfolio.
- Receive, prioritize, coordinate, and track maintenance and repair requests.
- Communicate professionally with tenants regarding maintenance requests, concerns, questions, complaints, and lease-related matters.
- Respond to building emergencies and coordinate appropriate repairs, services, and follow-up.
- Coordinate contractors, vendors, technicians, and service providers to ensure work is scheduled and completed efficiently.
- Conduct regular property and facility inspections and identify maintenance, operational, or safety concerns.
- Schedule and coordinate preventative maintenance, inspections, repairs, and required servicing.
- Monitor and follow up on work orders to ensure work is completed properly, on schedule, and to expected standards.
- Maintain accurate records related to maintenance, inspections, warranties, contracts, service agreements, and property documentation.
- Assist with facility budgets, invoices, purchase orders, and expense tracking.
- Monitor building access, keys, security systems, and workplace equipment.
- Support workplace health and safety programs and help ensure appropriate safety practices are followed.
- Build and maintain positive, professional relationships with tenants, property owners, contractors, vendors, service providers, and community partners.
- Provide general administrative and operational support to the property management team as required.
What you bring
- Experience in facilities management, property management, building operations, maintenance coordination, administration, or a related field.
- Strong organizational and multitasking skills with the ability to manage competing priorities and deadlines.
- Knowledge of building maintenance, preventative maintenance, and health and safety requirements.
- Experience coordinating contractors, vendors, technicians, and service providers.
- Strong problem-solving and decision-making abilities.
- Exceptional attention to detail and follow-through.
- A customer-service mindset and professional communication skills.
- Basic knowledge of building systems and maintenance requirements.
- Knowledge of construction practices and building-related projects.
- Proficiency with Microsoft Office and facilities/work-order management software.
Ideal Candidate
You are someone who enjoys being the person who gets things done. You are organized, responsive, and comfortable managing a wide variety of requests and priorities. You can communicate effectively with tenants and service providers, remain calm when unexpected issues arise, and follow a maintenance issue from the initial request through to successful completion.
You take pride in maintaining well-run properties, building strong relationships, and ensuring that issues are addressed efficiently and professionally.
Why Join Us?
This is an excellent opportunity for an individual who enjoys a varied role combining property operations, facilities coordination, customer service, vendor management, and administration. You will have the opportunity to make a meaningful contribution to the effective operation and ongoing care of a diverse property portfolio.
The salary range for this position is $48,000-$60,000 – based on experience. Our employees' health and wellness are essential at The Gray Group. We strive to ensure that we offer competitive benefits and are continually looking for new ways to support our employees.
To formally express your interest in this position, please email your resume to Paula Hansen at phansen@thegraygroup.ca.
We want to thank all candidates in advance; however, only those candidates selected for an interview will be contacted.
