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About 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.
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.

Requirements

All qualified applicants will receive consideration for employment without regard to gender, ethnicity, origin, sexual orientation, disability and socioeconomic background.
We strive to provide an accessible recruitment experience and welcome reasonable accommodation requests at any stage of the recruitment process.

Location

Toronto

Work Type

Full-time
In-person

Salary/Compensations

$52,000 - $60,000

Benefits

Shared financial success and an ownership mindset
Performance-based bonus programs
Retirement savings program
Vacation
Six personal days
Half-days before statutory holidays
Comprehensive, company-paid health benefits
Vision and dental coverage
Healthcare spending account
Employee assistance program
Growth through leadership and exposure
Professional development
Mentorship program
Paid volunteer day

About the Company

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 informs 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.
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.

Equal Opportunity

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.