Tenant Relations Coordinator

Who We Are
Sky Development Group is a trend-setting developer that has made a mark on Toronto’s landscape through groundbreaking design. We are a real estate development, management, and owner Company. We stand for service excellence, and it’s our mission to create retail communities across Canada. Sky Development is dedicated bringing the best retail experience to our community; our priority is to provide the best possible service to our clients. Our retail outlets include top notch service amenities provided to our clients to get all their needs covered.
At Sky Development Group, we are place with unlimited opportunities to learn and grow while unleashing your highest potential each day. You'll be part of a “people and customer first” culture; a workplace that is fun, fast paced, collaborative, diverse and inclusive. We provide a productive work environment, where every perspective is valued. Sky Development also takes a holistic approach for providing great benefits and rewarding employees.
Who You Are
The Role
A Tenant Relations Coordinator is a key role responsible for managing and enhancing the relationships between property management and tenants. This position involves addressing tenant concerns, coordinating communication, and ensuring a positive and collaborative living or working environment. The Tenant Relations Coordinator plays a crucial role in promoting tenant satisfaction, resolving issues, and contributing to the overall success of the property.

**Responsibilities**:
Property Operations
- Manage rent collection and cash security; follow up on late payments and attend legal or collection proceedings when required.
- Communicate directly with tenants, represent landlord interests, and provide feedback and recommendations to management.
- Coordinate cleaning, snow removal, garbage collection, and ensure compliance with local by-laws.
- Coordinate schedule changes with the Property Manager to maintain service continuity.
- Train employees on organizational procedures, rules, and regulations.
- Prepare departmental activity reports as required by the Property Manager.
- Maintain and update contact lists for tenants and contractors.
- File and organize all soft and hard copies of lease agreements.
- Prepare RFQs, RFPs, and tender packages for vendor procurement.
- Create purchase orders (POs), obtain Director/CFO approvals, and coordinate vendor quotes
- Obtain and verify invoices, secure Director approval, and forward to accounting for payment processing every Monday.
- Copy and send rent cheques to the accountant via FedEx on the 1st and 15th of each month.
- Receive, record, and save rent cheques in shared drive spreadsheets.

Contract & Compliance Management
- Ensure all contracts are signed by the Director and vendor signing authority; save and file in shared drive.
- Source vendors and collect WSIB and COI documents to ensure compliance with insurance requirements; maintain updated records and spreadsheets.
- Obtain tenant Suppression System certificates; save and track updates in shared drive and spreadsheets.
- Schedule and manage community room bookings, including contract execution, COI collection, payment processing, and calendar updates.

Tenant Communication & Event Coordination
- Draft and distribute tenant memos regarding maintenance and special events; obtain Director approval prior to distribution.
- Schedule Fire Warden Training and coordinate tenant participation during drills.
- Organize and coordinate mall events.
- Deliver seasonal gifts (e.g. poinsettias, Valentine roses) to tenants

Health & Safety
- Serve as third emergency backup in the absence of security and management.
- Assist with posting emergency signage during incidents such as floods or fires.

Other Duties
Administrative & Office Support
- Answer office telephone, take messages, assist with inquiries, and direct calls appropriately.
- Sort and redirect daily incoming mail from Canada Post.
- Laminate notices, purchase office supplies, and maintain photocopier functionality.
- Organize files for shredding and schedule pickups; lift and move boxes up to 20 lbs as needed.
- Tidy and maintain the office kitchen on a weekly basis
- Manage boardroom bookings and logistics.
- Promote current and upcoming events at Bayfield Mall via digital and physical channels.
- Assist walk-in leasing inquiries and support Property/Leasing Managers with showings when needed.
- Add contractor service calls, annual service events, and key reminders to team calendars

Social Media & Marketing
- Manage Bayfield Mall’s Instagram account, including posting stories and reels of current events.
- Promote tenant businesses and mall events to attract customer engagement.
- Ensure accurate and timely updates of tenant listings and event promotions on social media platforms.

Contractor & Vendor Management
- Source, negotiate, and manage relationships with contractors, vendors, and service providers.
- Oversee contractor performance to ensure