Operations Coordinator - Property Management (Full-time)

Location: Calgary, AB

Compensation: $41,600/year starting salary

Type: Full-Time

About *CONFIDENTIAL COMPANY*

*CONFIDENTIAL COMPANY* is a growing Calgary-based Property Management company and Real Estate Brokerage. We’re a family-run business that values integrity, ownership, professionalism, and doing things the right way—for our clients and our team.

We’re a small, close-knit company that is growing quickly. That means everyone on our team has an important role to play, and great ideas don’t get lost in layers of management.

We’re looking for someone who takes pride in being the person others can rely on—the person who keeps things organized, follows through, solves problems, and helps everything run smoothly behind the scenes.

The Role

We’re looking for a highly organized, tech-savvy and proactive Operations Coordinator to work closely with our General Manager and support the day-to-day operations of our property management business.

Think of this position as a combination of an Administrative and Customer Service role.

You’ll help keep priorities organized, manage administrative processes, communicate with owners and tenants, maintain accurate records, and make sure key details don’t fall through the cracks.

This is not a role where you’ll simply wait for tasks to be assigned.

We’re looking for someone who notices what needs to be done, takes initiative, follows things through to completion, and is always looking for ways to make our processes and customer experience better.

What You'll Do

Support the General Manager & Keep Operations Moving

- Work closely with the General Manager to help manage priorities, follow-ups, deadlines and day-to-day operational needs.
- Keep track of outstanding items and proactively follow up with team members, tenants, owners and vendors.
- Anticipate upcoming needs and help ensure important tasks are handled before they become urgent.
- Prepare documents, correspondence, reports and other administrative materials.
- Help turn ideas and decisions into organized, repeatable processes.
- Take ownership of administrative tasks from start to finish rather than simply passing information along.

Deliver an Exceptional Customer Experience

- Communicate professionally and confidently with property owners, tenants, vendors and prospective clients.
- Respond to questions and concerns promptly and ensure issues are followed through to resolution.
- Keep clients informed so they aren't left wondering about the status of an issue or request.
- Handle difficult conversations calmly, professionally and with good judgment.
- Look for opportunities to make interactions with *CONFIDENTIAL COMPANY* easier, clearer and more positive.

Manage Leasing & Property Administration

- Coordinate administrative processes related to applications, leases, renewals, amendments, move-ins and move-outs.




- Prepare and organize lease documentation and correspondence.
- Track important dates, deadlines and required follow-ups.
- Maintain accurate tenant, owner, property and lease records.
- Ensure documents are completed, signed, filed and easily accessible.
- Support the onboarding of new properties, owners and tenants.

Own the Details

- Maintain our property management and CRM systems and ensure information stays accurate and current.
- Monitor outstanding tasks and follow up when something hasn't been completed.
- Maintain organized digital files and documentation.
- Assist with invoices, expense tracking, rent collection follow-ups and other financial administration.
- Document important conversations, decisions and incidents.
- Identify inconsistencies, missing information or potential problems and address or escalate them appropriately.

Help Us Build Better Systems

We are continuously improving and automating how our business operates. You don't need to be a programmer, but you should be someone who is comfortable learning new technology and enjoys finding better ways to work.

You will:

- Learn and confidently use our property management, document management and communication systems.
- Help maintain automated workflows and standardized processes.
- Identify repetitive or inefficient processes and suggest improvements.
- Create and maintain checklists, templates, procedures and internal documentation.
- Help test and implement new tools and processes as the company grows.

You'll Be a Great Fit If You...

- Are exceptionally organized and naturally keep track of details.
- Have strong initiative and don't need to be reminded repeatedly to follow something through.
- Are comfortable taking ownership of a task and figuring out the next step.
- Are tech-savvy and learn new software quickly.
- Have excellent written communication and professional judgment.
- Take pride in providing an exceptional customer experience.
- Notice when something doesn't look right and investigate rather than ignoring it.
- Can prioritize effectively when several things need attention at once.
- Are comfortable asking questions but also know how to find answers independently.
- Enjoy supporting a leader and making their job—and the team's job—easier.
- Like creating order, structure and processes.
- Are dependable, resourceful and calm under pressure.

Experience We're Looking For

- Strong administrative experience; experience supporting a manager, executive or business owner is an asset.
- Excellent written and verbal communication skills.
- Strong computer skills and confidence learning new technology.




- Experience with Google Workspace or similar productivity tools.
- Experience with CRM, property management, workflow or document management software is an asset.
- Property management or real estate experience is helpful, but strong administrative ability, initiative and judgment are more important to us than direct industry experience.

What Success Looks Like

After settling into this role, our General Manager shouldn't need to constantly ask where something stands.

You'll know what's outstanding, what needs follow-up, what's coming next, and when something needs their attention.

Our owners and tenants will receive prompt, professional communication. Our records will be organized and accurate. Processes will be followed consistently. And when you see an opportunity to make something work better, you'll bring it forward rather than assuming, “that's just how we do it.”

Most importantly, you'll become someone the team trusts to take ownership and get things across the finish line.

About You

You may be the person who has always been described as the organized one.

You make lists. You remember the follow-up. You notice the missing attachment. You don't like leaving emails unanswered or loose ends hanging. When someone says, “Can you take care of this?” your instinct is to figure out what needs to happen next and get it done.

You also understand that professionalism matters. Whether you're speaking with a tenant, a property owner, a contractor or a teammate, you represent *CONFIDENTIAL COMPANY* and want people to walk away feeling well taken care of.

If that sounds like you, we'd love to hear from you

Schedule and Work Details

This is a full-time, salary role.

Flexibility may be needed around month-end, month-start, and based on client requirements.

Our Core Values

We live by a strong set of values that guide everything we do:

- Family first, then work
- Integrity,
- Owner’s mindset,
- Giving is important,
- Get it done and get it done right,
- Profitability, and
- Having a Growth mindset.

We’re committed to building a team that reflects the diversity of our community. Everyone is welcome at *CONFIDENTIAL COMPANY*. We believe a variety of backgrounds, perspectives, and ideas makes us stronger.

If you’re a passionate, creative person looking for a role where you can grow, make a difference, and be part of something special—apply now. We’d love to meet you.

Job Type: Full-time

Pay: From $41,600.00 per year

Benefits:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Paid time off
- Tuition reimbursement
- Vision care

Application question(s):

- Do you have or are you willing to get your property management license?
- Do you have your own vehicle, phone and laptop?
- Are you legally authorized to work in Canada full-time?
- Are you willing to have a Criminal Record check completed?

Work Location: In person

📌 Operations Coordinator - Property Management (Calgary)
🏢 Recognized
📍 Calgary