Coordinator, Student Community Development

3 weeks ago

Toronto, Ontario, Canada Fitzrovia Full time
Fitzrovia is seeking to hire a Coordinator, Facilities Management to join our team. This role will collaborate closely with Property Management, Maintenance, Capital Projects and Asset Management teams to ensure all buildings are well-maintained, operating efficiently, and in compliance with local codes, regulations, and Fitzrovia's preventative maintenance plans.

The role's responsibilities will cover all areas of maintenance and facilities management, such as regular site visits/audits, reporting, cost management, time management, quality and risk management and contract administration (global service contracts tendering and roll out to Property Management Teams).

At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization, which makes this role well suited for a candidate looking to roll up their sleeves, wear multiple hats and contribute to all aspects of real estate investment and development.

As we are a highly collaborative team, this role is full-time in-office and the successful candidate will be required to work in the office Monday to Friday.

Provide comprehensive administrative support for assigned small projects or tasks, including managing calendars, preparing and distributing meeting minutes (e.g., Assist in preparing tenders and Requests for Quotes (RFPs) to support our Property Management and on-site Maintenance Teams
Draft and distribute reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
Coordinate with contractors, consultants, and accounting teams regarding invoicing, documentation, and other project-related matters.
Create and issue Purchase Orders in Yardi as directed by the Facilities Team, ensuring compliance with internal approval documentation requirements.
Process invoices in Yardi, including matching them to purchase orders and contracts, coding invoices to align with budget schedules, and updating project cost trackers and/or Yardi Construction Manager systems. Working in conjunction with Capital Projects Team.
Work with the Accounting team to create and update project cost trackers or budgets at the start of the fiscal year or as required.
Assist in receiving tenders/RFQs, conducting tender analyses, and coordinating contractor pre-qualification and ongoing vendor management.
Collaborate with the property management team to coordinate projects or repairs impacting residents and building systems. Shared Drives, SharePoint) and ensure proper organization of services contracts, compliance reports, warranty documents, etc.
Assist with the creation and maintenance of an Approved Contractor List and support other special project initiatives as assigned.
Perform regular site audits to ensure proper maintenance is being performed and in compliance with local codes, regulations and Fitzrovia's preventative maintenance plans.
Provide additional support for various administrative and facility management tasks as required.

Post secondary education in a related field
Minimum 3 years of experience in a maintenance or facilities management role
Experience in contract administration, procurement, and budget tracking is an asset
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)
Knowledge of Yardi and BlueBeam Revu is an asset
Fitzrovia is Canada's largest developer of purpose-built rentals, with over 8,800 units completed, acquired, or under development across the Greater Toronto Area and Montreal, representing over $9 billion in assets under management. We deliver high quality rental supply to the housing market across the affordability spectrum, including our flagship Fitzrovia Collection communities, Maddox modern vintage communities and Waverley premier student accommodations.

We distinguish ourselves through our vertically integrated operating model where we own and manage the full process from land acquisition through to design, construction, leasing and award-winning property and asset management. Our vibrant rental communities inspire and connect our residents while delivering long-term cash flow and capital appreciation for our investment partners.

To learn more about Fitzrovia, our people and our communities, visit The future of rental living is here.

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