Property Coordinator

Riocan-Real-Estate-Investment-Trust-; Toronto; On-site; CAD 52,000 - 68,000; Full time

Job summary

Riocan Real Estate Investment Trust, through The Well joint venture with Allied, seeks an Administrative Coordinator to support the efficient operation of The Well in Toronto. You will coordinate administrative, financial, and operational processes, reporting to the General Manager and collaborating across teams to ensure smooth tenant, vendor, and visitor experiences.

You will handle PO processing, invoice tracking, vendor onboarding, contracts, and monthly accruals while maintaining organized

Qualifications

• Experience supporting property management operations and admin coordination.
• Strong communication and organizational abilities with attention to detail.
• Ability to manage multiple tasks and document control standards.

Responsibilities

• Process purchase orders in Yardi and ensure correct coding.
• Track invoices, approvals, and payments with department managers.
• Coordinate vendor onboarding and insurance certificates.
• Assist with service contracts and change orders in Yardi.
• Prepare monthly accrual listings and assist with operating cost billing.
• Maintain organized files, backup documentation, and audit-ready records.
• Support tenancy communications and office operations.

Skills

Organizational skills

Communication skills

Attention to detail

Tools

Yardi

MS Office

Job description

Who We Are:

For over 30 years, our entrepreneurial mindset and strategic vision have fueled our growth into one of Canada's largest and most successful REITs. Our retail-focused and mixed-use portfolio reflects our commitment to creating vibrant community spaces where people want to shop, live, work, and play. We take pride in our strong legacy while continuously adapting, innovating, and investing in the future. We're proud to be recognized as one of Canada's Most Admired Corporate Cultures, Canada's Greenest Employers, Canada's Best Diversity Employers, and a Greater Toronto Top Employer.

At RioCan, we believe our people are our greatest strength. We foster a welcoming, inclusive culture where employees can connect authentically, grow continuously, and bring their whole selves to work. Here, you'll find opportunities to learn, lead, and make an impact every day.

This position is at The Well, a one-of-a-kind destination with great potential for impact. This employment opportunity is with Allied REIT.

What is The Well?

The Well is a unique and innovative joint venture between Allied and Riocan.

Located at Spadina and Front, The Well brings together three million square feet of retail, office, and residential space constructed over 7.7 acres. Through this, The Well sets the stage for meaningful experiences that draw people from down the street and across the globe to eat, shop, work, live and play in Toronto.

Purpose

Support the efficient operation of The Well by coordinating administrative, financial, and operational processes across the property.

Reporting to the General Manager, you will collaborate across teams to support financial tracking, tenant and vendor administration, and day-to-day office operations. You will play a key role in maintaining organized systems, facilitating communication, and contributing to a seamless and high-quality experience for tenants, partners, and visitors at The Well.

Responsibilities

Financial Coordination & Yardi Support

• Prepare and process purchase orders (POs) in Yardi, ensuring accuracy and proper coding.


• Track invoice submissions, approvals and payment status, following up on outstanding items in partnership with Department Managers.


• Coordinate with vendors and internal stakeholders to ensure timely submission of invoices and required documentation.


• Support vendor onboarding processes, including collection of insurance certificates, WSIB clearance and system setup.


• Assist with preparation and tracking of service contracts and related documentation.


• Compile monthly accrual listings for review and approval by Department Managers.


• Support annual operating cost billing distribution in collaboration with Property Administration.


• Perform monthly corporate credit card reconciliations, as required.


• Maintain organized financial records, backup documentation and audit-ready files.

Property Management & Operational Support

• Oversee collection and tracking of tenant insurance certificates, ensuring compliance with lease requirements.


• Maintain tenant contact lists, distribution groups, and internal records.


• Oversee office inventory, supply orders, and workspace organization.


• Manage incoming and outgoing mail and courier services.


• Prepare and distribute monthly traffic reports to General Manager.


• Maintain organized filing systems, shared folders, and document control standards.


• Issue jobs, contracts, and capital project documentation in Yardi, including change orders and approval workflows.


• Assist with circulation of tenant and contractor communications through appropriate platforms.


• Support administrative coordination across the management office, including internal workflows and documentation consistency.


• Provide administrative support during emergency situations and operational incidents, as required.