Property Coordinator

Purpose

Support the efficient operation of The Well by coordinating administrative, financial, and operational processes across the property. As Property Coordinator, you will perform a broad range of coordination, documentation, and systems-related responsibilities to ensure accuracy, consistency, and efficiency across workflows, while supporting both the office and retail property management teams.

Reporting to the General Manager, you will collaborate across teams to support financial tracking, tenant and vendor administration, and day-to-day office operations. You will play a key role in maintaining organized systems, facilitating communication, and contributing to a seamless and high-quality experience for tenants, partners, and visitors at The Well.

Responsibilities

Financial Coordination & Yardi Support

• Prepare and process purchase orders (POs) in Yardi, ensuring accuracy and proper coding.
• Track invoice submissions, approvals and payment status, following up on outstanding items in partnership with Department Managers.
• Coordinate with vendors and internal stakeholders to ensure timely submission of invoices and required documentation.
• Support vendor onboarding processes, including collection of insurance certificates, WSIB clearance and system setup.
• Assist with preparation and tracking of service contracts and related documentation.
• Compile monthly accrual listings for review and approval by Department Managers.
• Support annual operating cost billing distribution in collaboration with Property Administration.
• Perform monthly corporate credit card reconciliations, as required.
• Maintain organized financial records, backup documentation and audit-ready files.

Property Management & Operational Support

• Oversee collection and tracking of tenant insurance certificates, ensuring compliance with lease requirements.
• Maintain tenant contact lists, distribution groups, and internal records.
• Oversee office inventory, supply orders, and workspace organization.
• Manage incoming and outgoing mail and courier services.
• Prepare and distribute monthly traffic reports to General Manager.
• Maintain organized filing systems, shared folders, and document control standards.
• Issue jobs, contracts, and capital project documentation in Yardi, including change orders and approval workflows.
• Assist with circulation of tenant and contractor communications through appropriate platforms.
• Support administrative coordination across the management office, including internal workflows and documentation consistency.
• Provide administrative support during emergency situations and operational incidents, as required.
• Collaborate cross-functionally with operations, security, and other teams to support efficiency and communication.
• Review and recommend improvements to administrative workflows and office procedures.
• Assist in developing and maintaining standard operating procedures (SOPs).
• Support special projects and ad hoc initiatives across the management office.

Qualifications

• At least 1-2 years of administrative or coordination experience.
• Proven verbal and written communication skills.
• Proficient in Microsoft Word, Excel and Outlook.
• Proven organizational skills with the ability to meet deadlines.
• Detail-oriented.
• Exceptional customer service skills.
• Ability to work independently and collaboratively in a team environment.
• Experience with Yardi or similar systems is an asset.