Position Overview

Title: Property Coordinator

Company: Y Property Management Inc.

Location: South-Western Ontario

Employment type: Full-time, permanent

Role Summary

The Property Coordinator keeps their portfolio running smoothly day to day. You will be the first point of contact for tenants, manage work orders from request to close-out, and handle the lease administration, rent collection follow-up and record.

This is a hands-on, high-volume role. You will work closely with the Senior Property Manager, who sets priorities and makes final decisions, and with the Maintenance Manager, who leads repairs and trades.

Key Responsibilities

Tenant relations:

- Act as the first point of contact for tenants by phone, email and tenant portal
- Respond to inquiries and complaints within 1 business day and escalate issues to the Senior Property Manager as needed
- Prepare and send tenant notices, building updates and entry notices in line with the Residential Tenancies Act

Work orders and maintenance coordination:

- Log, prioritize and dispatch work orders to in-house staff or approved vendors
- Track work orders to completion and follow up with tenants to confirm the issue is resolved
- Schedule vendors and contractors, obtain quotes and confirm insurance (COIs) are current
- Coordinate preventive maintenance, annual fire inspections, pest control and unit inspections with the Maintenance Manager
- Support after-hours emergency coordination as part of the rotation

Leasing and lease administration:

- Coordinate move-ins and move-outs, including keys, unit inspections and condition reports
- Prepare Ontario Standard Form Leases, renewals and annual rent increase notices (N1)




- Process rental applications, screening and reference checks
- Track lease expiries, renewal dates and tenant insurance certificates
- Support vacancy marketing: listings, inquiries and showings

Rent collection and administration:

- Monitor rent payments and arrears; follow up with tenants on late payments
- Prepare N4 and other LTB notices for review, and help assemble LTB filing packages
- Code and process vendor invoices for approval
- Prepare deposits and support month-end reporting and rent roll accuracy

Records and systems:

- Keep tenant files, leases and property records complete and up to date in the property management software
- Maintain unit, key, vendor and inspection logs
- Prepare routine reports on vacancy, arrears and open work orders for the Senior Property Manager

Qualifications Required:

- 3+ years of experience as a property coordinator, property administrator or assistant property manager
- Experience supporting a residential portfolio of 200+ units
- Working knowledge of the Ontario Residential Tenancies Act, standard LTB notices (N1, N4, N5, N12) and the LTB process
- Hands-on experience with property management software (e.g., Yardi, AppFolio, Buildium or MRI)
- Proficiency in Microsoft Office or Google Workspace, especially Excel or Sheets




- Valid Ontario G driver's licence and access to a vehicle for occasional site visits

Preferred:

- Post-secondary education in real estate, business administration or a related field
- Progress toward a designation such as RPA (BOMI), ACM or the CMRAO General Licence
- Experience with condominium units or a mixed residential and commercial portfolio
- Basic bookkeeping or accounts payable experience

Key Competencies:

- Organization: manages a high volume of requests and deadlines without letting anything slip
- Customer service: calm, courteous and firm with tenants, including in difficult conversations
- Attention to detail: keeps leases, notices and records accurate and compliant
- Ownership: follows every request through to completion
- Teamwork: communicates clearly with managers, maintenance staff and vendors

What Success Looks Like in the First 6 Months:

- Tenant inquiries are acknowledged within 1 business day
- Open work orders are tracked, current and closed out with tenant confirmation
- Arrears follow-up happens on a set schedule, with notices issued on time
- Lease, renewal and insurance records are complete for all ~300 units

Compensation:

- Salary: $55,000–$68,000 per year, based on experience
- Benefits: Health and dental benefits, mileage reimbursement, paid vacation, professional development support

Job Type: Full time

Pay: $55,000.00-$68,000.00 per year

Application question(s):

- Do you have experience using Yardi Breeze Premier or Yardi Voyager?

Experience:

- Property Management: 5 years (preferred)

Work Location: In person

📌 Residential Property Coordinator (Kitchener)
🏢 Y Property Management
📍 Kitchener