The Property Maintenance Administrator will assist in lending administration support to all groups on the team: gardening, cleaning, maintenance and helping with management processes. A day-in-the-life could be anything from overseeing client e-mails and phone calls and replying in the appropriate manner, scheduling, and coordinating maintenance and repair work for residential properties. As our team continues to expand, we’re excited to invite a client focused, steady minded coordinator to join!

As a Property Maintenance Coordinator, this position is the perfect fit for someone who is always ready to tackle a challenge, can change course quickly and has a genuine passion for our client relationship

Why Choose HLD Muskoka?

- Positive and welcoming team
- Full-time,year-round permanentemployment
- Benefits package including Life Insurance, Extended Health, Dental and Long-Term Disability after 6 months
- Company branded apparel provided
- Travel to and from site provided

KEY RESPONSIBILITIES

Maintenance Support:

- Support the Project and Residential Services Manager to create and manage HLD’s service schedule.
- Receive, prioritize, and assist with maintenance requests through our property management software Buildertrend.
- First point of contact for client inquiries.
- Schedule and dispatch internal technicians and external vendors for repairs, inspections, and routine maintenance.
- Track the status of open work orders and follow-up to ensure timely completion.
- Track, manage and provide time records for the maintenance team to the Project and Residential Services Manager ensuring all billable hours are entered and accounted for




- Support the Project and Residential Services Manager to assist in providing reports to the snow team through communication of available resources / property maintenance support
- Other maintenance duties as requested
- Perform a variety of administrative duties such as compile, copy, sort, scan, file, and distribute documents
- Communicate with the gardening and cleaning team to administer the schedule for both new and existing clients
- Monitor and track overdue accounts, initiating collection efforts and discussing payment arrangements with clients
- Maintain updates records of invoices, payments and transactions.
- Update QuickBooks to reflect accurate employee and equipment hours
- Assist the Project and Residential Services Manager with the preparation of monthly financial and client reporting
- Other administration duties as requested.

Vendor and Contractor Management

- Maintain an up-to-date list of approved vendors
- Gather and relay back to the Maintenance Manager quotes, services being scheduled and to ensure work is completed to standard
- Review and approve vendor invoices in collaboration with payroll while also obtaining and filing maintenance orders appropriately
- Other duties as required

THE KNOWLEDGE, SKILLS AND ABILITIES NEEDED

- Proven problem solver with the ability to effectively address concerns and mediate conflict
- Solid communication and interpersonal abilities




- Ability to work under pressure and handle multiple priorities
- Exceptional organizational skills and able to multi-task
- Top tier communication skills, with the ability to convey information clearly and listen attentively
- Take initiative with the ability to make and adapt to change

YOUR QUALIFICATIONS

- Minimum two years’ experience in an administrative, accounting or coordinating role
- Quickbooks experience an asset with any accounting software experience required
- Proficient use of Microsoft software (including Word, Outlook, Excel)
- Maintenance or construction industry experience an asset
- Experience working in a client facing role
- Legally eligible to work in Canada

We are committed to fair compensation based on market benchmarks, individual expertise and internal equity. To respect the privacy of our team members—many of whom hold single-incumbent roles—we do not publicly disclose specific wage brackets (in accordance with PIPEDA). Instead, we discuss compensation openly during the hiring process

Note: Please disregard any ‘estimated salaries’ shown by job boards, as these are auto-generated and do not represent our official pay scale.

HLD Muskoka celebrates diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status. Accommodation is available on request for candidates taking part in all aspects of the selection process.

📌 PROPERTY MAINTENANCE ADMINISTRATOR (Huntsville)
🏢 HLD Muskoka
📍 Huntsville