Service Coordinator

GWL Realty Advisors; Toronto; On-site; CAD 43,000 - 58,000; Full time

Job summary

GWL Realty Advisors is seeking a Service Coordinator to oversee daily property operations, respond to resident concerns, and coordinate maintenance in collaboration with the Maintenance Manager.

You will manage resident access, parking and inspections, conduct audits, and liaise with the Leasing team for renewals and assignments while keeping systems updated.

Qualifications

• High school diploma.
• 1+ year in residential property management operations.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in MS Office and property management software; Yardi preferred.
• Availability for month-end periods and holidays.

Responsibilities

• Respond to and resolve resident concerns in a timely and professional manner.
• Manage all incoming and outgoing resident emails and communications.
• Monitor work orders and create purchase orders as required.
• Coordinate with Leasing for renewals and roommate changes; update systems.
• Manage resident access systems and parking/locker assignments.
• Execute monthly and quarterly resident events.
• Maintain resident relations through collaborative problem solving.
• Conduct regular property and suite inspections; address maintenance issues promptly.
• Process purchase orders, verify work, and ensure vendor invoicing.
• Monitor arrears and take appropriate action, including notices.
• Distribute notices and coordinate scheduling; assist with turnover processes.
• Manage suite turnover and Yardi updates to meet rent-ready timelines.
• Prepare adjustment forms for resident charges and fines.
• Conduct inspections and issue warning letters as needed.
• Assist with insurance claims for resident damages and provide documentation.

Skills

Communication

Organization

Scheduling

Conflict resolution

Education

High school diploma

Tools

Yardi

MS Office

Job description

We are seeking a Service Coordinator to ensure the building’s daily operations meet our high standards. This role is ideal for a responsible individual who thrives in a dynamic environment, enjoys managing changing priorities, and values strong relationships with residents and contractors. The Service Coordinator oversees day-to-day operations, including but not limited to: addressing resident concerns promptly, maintaining building standards and conducting suite inspections, managing resident access and parking assignments, performing audits (parking, lockers, etc.) and coordinating and assigning work to maintenance and janitorial teams in collaboration with the Maintenance Manager.

RESPONSIBILITIES

• Respond to and resolve resident concerns in a timely and professional manner
• Manage all incoming and outgoing resident emails and internal/external communications
• Monitor work orders to ensure completion within 24–48 hours and create purchase orders as required
• Liaise with Leasing team for lease renewals, assignments, and roommate changes, ensuring accurate system updates
• Manage resident access systems, including fob creation, visitor parking passes, buzzer registration, and parking/locker assignments
• Execute monthly and quarterly resident events
• Maintain excellent resident relations through collaborative problem-solving with team members

Administration & Reporting

• Conduct regular property and vacant suite inspections to ensure building standards are met
• Coordinate with Maintenance Manager and contractors to address maintenance issues promptly
• Issue and process purchase orders, verify completed work, and ensure timely vendor invoicing and payment
• Monitor resident arrears and take appropriate action, including eviction notices and LTB filings
• Issue notices of entry and coordinate scheduling with residents Post and distribute building notices via email, common areas, and suites as required
• Process notices to vacate, conduct pre-move-out inspections, and update turnover schedules
• Conduct move-out inspections and prepare adjustment forms for Property Administrators
• Manage suite turnover, including vendor coordination and Yardi updates to meet rent-ready timelines
• Issue contractor and visitor passes and maintain accurate records
• Prepare adjustment forms for resident charges and fines
• Conduct annual and complaint-driven suite inspections; issue warning letters as needed
• Facilitate insurance claims for resident-caused damages and provide required documentation
• Address deficiencies from inspections promptly
• Oversee guest suite and amenity upkeep, ensuring cleanliness and readiness for bookings
• Perform general administrative duties, reporting, and inventory management as required

QUALIFICATIONS

• High school diploma
• 1+ year of experience in residential property management operations, including strong organizational and scheduling skills
• Excellent verbal and written communication skills; ability to build positive relationships with team members and residents
• Professional, self‑motivated, and flexible with strong conflict‑resolution abilities
• Ability to manage multiple priorities, meet tight deadlines, and work under pressure with accuracy and attention to detail
• Availability to work during month‑end periods, including weekends and statutory holidays
• Proficiency in Microsoft Office and property management/accounting software; preference for Yardi experience
• Commitment to confidentiality, integrity, and alignment with company values

The base salary for this position is between $42,600.00 to $57,700.00 annually. This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc). If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.