Coordinator, Facilities Management

Fitzrovia; Toronto; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Paid vacation

Comprehensive benefits

Professional development allowance

Wellness resources

Job summary

A reputable real estate firm in Toronto is seeking a Coordinator, Facilities Management to join their team. The ideal candidate will provide key administrative and coordination support across facilities operations while ensuring compliance and maintaining standards. Responsibilities include managing day-to-day facilities activities, coordinating with various teams, and assisting with budgeting and vendor management. This role requires a detail-oriented professional with at least 2 years of relevant experience and strong communication skills. A competitive salary and benefits are offered.

Qualifications

• Minimum of 2 years' experience in facilities, maintenance, property management, or real estate administration.
• Previous experience providing administrative or coordination support within Facilities or Property Management environments is preferred.
• Strong attention to detail and accuracy.

Responsibilities

• Support day-to-day facilities management activities.
• Coordinate with Property Management and on-site teams.
• Provide administrative support for facilities-related initiatives.

Skills

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Organizational skills

Communication skills

Tools

Yardi

Bluebeam Revu

Job description

Fitzrovia is seeking to hire a Coordinator, Facilities Management to join our team. This role supports the Facilities and Maintenance functions across Fitzrovia’s residential portfolio, working closely with Property Management, Asset Management, Capital Projects, and on-site teams. The Coordinator assists with the planning, coordination, and administration of repairs, preventative maintenance, service contracts, and small projects, ensuring buildings are well maintained, operating efficiently, and compliant with internal standards and regulatory requirements.

This position provides critical administrative, coordination, and reporting support across facilities operations, vendor management, and financial controls, and is well suited for a detail-oriented professional looking to grow within facilities, property, or real estate operations.

At Fitzrovia, we pride ourselves on being an entrepreneurial and innovative organization, which makes this role well suited for a candidate looking to roll up their sleeves, wear multiple hats and contribute to all aspects of real estate investment and development.

As we are a highly collaborative team, the successful candidate will be required to work in-office [OR] on-site full-time.

This position is being created to support anticipated growth. The salary range for this position is $60,000 - $70,000, based on skills and experience. Our total rewards program recognizes performance, supports well-being, and encourages growth by offering paid vacation and personal days, comprehensive benefits, wellness and mental health resources, and a generous professional development allowance.

Fitzrovia uses AI-enabled tools to assist in screening and assessing applications. Final hiring decisions are made by Fitzrovia’s hiring team.

Key Responsibilities:

Facilities & Maintenance Coordination:

• Support day-to-day facilities management activities across the portfolio, including repairs, preventative maintenance programs, and small projects.
• Coordinate with Property Management and on-site Maintenance teams to ensure scheduled preventative maintenance tasks are tracked and completed.
• Assist in coordinating internal staff and external contractors to support operational requirements.
• Assist with the preparation of service contract tenders and Requests for Quotes (RFQs) in support of Facilities and Property Management teams.
• Support tender receipt, analysis, contractor pre-qualification, and ongoing vendor management activities.
• Assist in maintaining an Approved Contractor List and supporting vendor onboarding initiatives.

Administrative & Documentation Support:

• Provide administrative support for facilities-related initiatives, including meeting coordination, agendas, minutes, and action tracking.
• Maintain organized and up-to-date property documentation, including service contracts, warranties, compliance reports, and regulatory records within shared drives or SharePoint.
• Support special projects and initiatives as assigned by the Facilities Management team.
• Create and issue Purchase Orders in Yardi in accordance with internal approval requirements.
• Process invoices in Yardi, including matching to purchase orders and contracts, coding to budgets, and coordinating with Accounting and Capital Projects teams.
• Assist with the creation, maintenance, and updating of cost trackers and small project budgets.

Communication & Reporting:

• Draft and distribute correspondence and reports to contractors, consultants, property teams, and internal stakeholders.
• Support reporting related to maintenance activities, service contracts, and budget tracking.
• Act as a liaison between Facilities, Accounting, Property Management, and external vendors to support clear and timely communication.

Qualifications and Experience:

• Minimum of 2 years’ experience in a facilities, maintenance, property management, or real estate administration role.
• Previous experience providing administrative or coordination support within Facilities or Property Management environments is preferred.
• Strong working knowledge of Microsoft Excel, Word, and PowerPoint; advanced Excel skills are considered an asset.
• Experience with Yardi and Bluebeam Revu is an asset.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent interpersonal and communication skills, with a high attention to detail and accuracy.

Why Fitzrovia:

Fitzrovia is a vertically integrated developer and asset manager of purpose-built rental communities across the Greater Toronto and Montreal Areas. Fitzrovia provides best-in-class development, construction, property and asset management of luxury purpose-built rental apartments with a focus on design, active lifestyle management and exceptional customer service.

Fitzrovia partners with public institutions, pension funds and high net worth investors who have an investment bias towards long-term cash flow generating assets. The company is the largest developer of purpose-built rental apartments in the GTA with over $9.1 billion of assets under management.

We focus on our people and our culture, and offer a competitive salary, benefits, and career development opportunities. Fitzrovia’s commitment to hospitality is at the core of our DNA. To learn more about Fitzrovia, our people and our properties, visit www.fitzrovia.ca.

Fitzrovia is an equal opportunity employer and is committed to creating an inclusive environment for all our employees. If you require reasonable accommodation during the recruitment process, please reach us at [e-mail].