Property Coordinator

Allied Properties REIT; Toronto; On-site; CAD 52,000 - 60,000; Full time

Job summary

Allied Properties REIT is seeking a proactive Property Coordinator to support The Well's operations in Toronto. You will coordinate administrative, financial, and operational processes across the property, reporting to the General Manager, and ensuring accuracy and efficiency for tenants, vendors, and colleagues.

You will handle purchase orders in Yardi, track invoices, administer tenant and vendor records, and contribute to a seamless office experience while supporting both office and retail

Qualifications

• 1–2 years of administrative or coordination experience.
• Verbal and written communication skills.
• Proficient in Microsoft Word, Excel, and Outlook.
• Proven organizational skills with the ability to meet deadlines.
• Detail-oriented.
• Ability to work independently and collaboratively in a team environment.
• Experience with Yardi or similar systems is an asset.

Responsibilities

• 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.

Skills

Administrative experience

Microsoft Word

Microsoft Excel

Microsoft Outlook

Communication

Organizational skills

Teamwork

Tools

Yardi

Job description

Allied is a leading owner-operator of distinctive urban workspace in Canada’s major cities. Our work is grounded in a clear purpose: to provide knowledge-based organizations with distinctive urban environments that support creativity, connectivity and human wellness.

Our vision is more expansive. We seek to make a continuous contribution to cities and culture that elevates and inspires the humanity in all of us. This vision inform how we operate, how we design and how we lead.

Real estate, for us, is not a passive investment. It is a profoundly human endeavour, one that must promote wellness, sustainability, diversity and creativity—today and for generations to come.

Allied is also a place to build a career of consequence. If you are looking for work that is thoughtful, tangible and enduring—work that contributes meaningfully to cities and the people who inhabit them—you will find purpose here.

For more information on Allied’s approach to city-building, visit our Insights page.

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 of the Role

Support the efficient operation of The Well by coordinating administrative, financial, and operational processes across the property. As Property Coordinator, you will perform a broad range of coordination, documentation, and systems-related responsibilities to ensure accuracy, consistency, and efficiency across workflows, while supporting both the office and retail property management teams.

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

• 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.
• Collaborate cross-functionally with operations, security, and other teams to support efficiency and communication.
• Review and recommend improvements to administrative workflows and office procedures;
• Assist in developing and maintaining standard operating procedures (SOPs).
• Support special projects and ad hoc initiatives across the management office.

Qualifications

• Minimum 1–2 years of administrative or coordination experience.
• Proven verbal and written communication skills.
• Proficient in Microsoft Word, Excel, and Outlook.
• Proven organizational skills with the ability to meet deadlines.
• Detail-oriented.
• Ability to work independently and collaboratively in a team environment.
• Experience with Yardi or similar systems is an asset.

$52,000 - $60,000 a year

Allied determines individual compensation by work location and other factors, including relevant experience, education and internal equity.

Note: The listed salary range does not reflect total compensation and rewards. We encourage all qualified candidates to apply.

This role is a current vacancy on the Allied team.

Total Rewards* and the Employee Experience

At Allied, total rewards are designed with the same perspective that shapes our operations. They are intended to support sustained contribution, creativity and a genuine sense of ownership in the work we do.

In practice, this includes:

• Shared financial success and an ownership mindset

Eligible employees participate in performance-based bonus programs and a retirement savings program, with the option to invest in traditional funds or Allied units. This approach aligns individual effort with Allied’s long-term performance and reinforces a sense of ownership at every level of the organization.

• Intentional presence and time off

In addition to vacation, employees receive six personal days and half-days before statutory holidays. Allied supports flexibility while maintaining a strong, in-person culture. This reflects how we collaborate most effectively and how we operate as a business.

• Health, wellbeing and support

Comprehensive, company-paid health benefits include vision and dental coverage, along with a healthcare spending account. An employee assistance program is available to provide confidential support when it is needed.

• Growth through leadership and exposure

Allied believes in leadership at every level. Employees are encouraged to contribute beyond the boundaries of their role, collaborate across disciplines and develop a broad understanding of the business. For those drawn to real estate, this includes uncommon exposure to how buildings, organizations and cities evolve through hands‑on experience and shared responsibility.

• Professional development grounded in practice

Learning at Allied is both formal and experiential. Ongoing professional development and a mentorship program support growth through structured learning and day-to-day engagement with experienced colleagues across the organization.

• Purpose and connection beyond work

Each year, employees are provided with a paid volunteer day to contribute time and effort to a cause that is personally meaningful to them, reflecting our belief that contribution extends beyond the workplace.

If you are motivated by the role real estate plays in shaping cities and culture, and want your work to contribute to that effort, we encourage you to apply.

More insight into life at Allied, including our ESG and EDI initiatives, can be found in our annual ESG report.

*Temporary or contract roles may not qualify for all the benefits listed, and some roles may follow a modified total rewards structure. We will confirm what benefits you qualify for during the recruitment process.

Additional Information

We value human connection and experience. While Allied uses technology, including AI-enabled tools, to support administrative efficiency, all screening, assessment and hiring decisions are made by people.

We are committed to hiring the most qualified candidates with a dedication towards supporting diversity, equity and inclusion across our organization. All qualified applicants will receive consideration for employment without regard to gender, ethnicity, origin, sexual orientation, disability and socioeconomic background. Diverse perspectives strengthen our organization and help us deliver better outcomes for our tenants, partners and communities. All qualified candidates are encouraged to apply.

We strive to provide an accessible recruitment experience and welcome reasonable accommodation requests at any stage of the recruitment process. Please reach out to [e-mail] if support is needed.

We look forward to receiving your application.