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Property Coordinator

2 weeks ago

Edmonton, Canada Live Furnished Full time

**Overview**

The **Property Coordinato**r plays a key administrative and support role within the property management team. This individual ensures seamless execution of tenant communications, leasing documentation, maintenance coordination, and listing support. The Property Coordinator is essential in facilitating a smooth move-in/move-out process, maintaining accurate system records, and supporting the Leasing Agent and Senior Property Manager in delivering best-in-class service to tenants and owners.

**Key Responsibilities**:
**1. Administrative & Tenant Services**:

- Serve as the first point of contact for tenant inquiries, service requests, and general portfolio communications.
- Schedule and coordinate move-in and move-out appointments, preparing documentation, managing key handoffs, and updating internal systems.
- Draft lease agreements, renewals, rent increase notices, and other legal documentation in collaboration with the Senior PM.
- Maintain digital and physical tenant files, ensuring all documents are accurate, up-to-date, and properly archived.

**2. Lease Drafting & Application Review**
- Authorize new leases in compliance with company policy and provincial legislation.
- Approve or recommend applicants based on background checks, employment verification, and references.

**3. Maintenance & Vendor Coordination**:

- Dispatch and track maintenance work orders; follow up to ensure completion and tenant satisfaction.
- Coordinate vendor access, site visits, and unit entry for maintenance, inspections, and installations.
- Maintain service logs, invoice tracking, and vendor contact lists.

**4. Owner Support**:

- Assist in preparing and distributing owner reports, vacancy updates, and ad performance summaries.
- Coordinate communication and updates to owners under the guidance of the Senior PM.
- Support the tracking of owner approvals for repairs, renewals, and project work.

**5. Leasing & Marketing Support**:

- Coordinate with the Leasing Agent to ensure ad listings are accurate, complete, and reflect current pricing and availability.
- Review and update listing platforms (e.g., Rentfaster) to ensure consistency across all channels.
- Assist in uploading and refreshing ad photos, floor plans, virtual tours, and copy as needed.
- Track inquiries, showing requests, and listing performance for internal reporting.
- Property showing coverage may be needed during peak leasing periods or for vaction coverage
- Monitor platform presence across Rentfaster, Zumper, Padmapper, Facebook, and the company website.

**6. Operational Reporting**:

- Generate weekly vacancy and maintenance tracking reports.
- Ensure all tenant and unit information is accurately entered and updated in the property management system.
- Support internal audits and compliance with internal SOPs.

**7. Legal & Compliance**
- Maintain working knowledge of the Residential Tenancies Act and other relevant leasing regulations.
- Ensure compliance with Fair Housing guidelines and internal leasing standards.
- Support lease renewals and terminations in collaboration with the Property Manager.
- Maintain maintenance tasks board
- Coordinate vendor and tenant entrance instructions.
- Reconcile all vendor invoices within portfolio.
- Update Monday Board daily.
- Escalate any issues to Property Manager.

**Project Management & Workflow Optimization**
- Train team members on best practices, ensure consistent usage, and continuously optimize board structures to align with evolving business processes.
- Ensure data is accurate and up today on key operational boards

**Skills**
- Strong phone etiquette to communicate effectively with tenants, vendors, owners and team members.
- Proven experience in property management company or a related field is highly desirable.
- Excellent administrative skills with a keen attention to detail in data entry tasks.
- Exceptional customer service skills to foster positive relationships with tenants and owners.
- Ability to work collaboratively in an office environment while managing multiple priorities effectively.

Join our team as a Property Coordinator where you can make a significant impact on our community while advancing your career in property management

Pay: $50,000.00-$55,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: In person

Expected start date: 2025-07-15