Facilities Coordinator

About The Role

The Facilities Coordinator ensures smooth property operations by managing maintenance, vendor coordination, and service delivery—supporting a safe, well-maintained living environment aligned with Hazelview’s standards and performance goals.

Key Responsibilities

Maintenance Coordination & Operations

• Assess maintenance and service needs from site team members and connect them with the appropriate vendors or contractors.
• Oversee work order triage, ensuring requests are properly categorized, prioritized, and assigned.
• Supervise and verify contractor work, ensuring quality, scope completion, and cost accuracy.
• Obtain and evaluate quotes from contractors for repairs, renovations, and maintenance projects.
• Follow up on maintenance and service requests to ensure timely completion and resident satisfaction.
• Assist in managing and coordinating preventive maintenance programs and capital improvement projects.
• Gather, input, and analyze data related to property maintenance and operations to identify trends and opportunities for improvement.
• Maintain accurate records of repairs, inspections, and capital work in property management systems (e.g., Yardi).
• Support health, safety, and compliance initiatives by ensuring all required documentation and permits are up to date.
• Collaborate with the Development team during turnover, commissioning, and early occupancy phases to ensure seamless handover, operational readiness, and resident satisfaction.
• Manage deficiencies, oversee vendor commissioning, and support asset onboarding during stabilization and post-stabilization, ensuring a smooth transition to full operations.
• Maintain oversight of commissioning documentation, warranty logs, and close-out manuals to ensure completeness and accessibility during turnover and stabilization.
• Own and manage the direct supply contract registry, ensuring vendor details, service scopes, and renewal timelines are accurately tracked.
• Assume ownership of the direct supply contract registry, ensuring all vendor agreements, service scopes, and renewal timelines are accurately maintained.
• Track the procurement pipeline to support timely delivery of goods and services aligned with operational needs.

Vendor & Resource Management

• Develop and maintain a directory of service providers and contractors across multiple trades.
• Foster strong working relationships with external vendors, ensuring consistent quality, service reliability, and competitive pricing.
• Assist in sourcing, onboarding, and evaluating new vendors to ensure service coverage and cost effectiveness.
• Track vendor performance and ensure completion of all assigned work to company standards.
• Maintain up-to-date inventory of tools, equipment, and materials across sites.

Administration & Reporting

• Prepare monthly maintenance and operations reports for review with the Senior Property Manager.
• Maintain a database of properties, service histories, and maintenance needs.
• Support with the preparation of capital budgets and project tracking.
• Provide administrative support to the Senior Property Manager, including documentation, scheduling, and communication support.
• Respond to telephone and email inquiries, ensuring all communications are handled promptly and professionally.

Qualifications & Experiences

• Post-secondary education in business administration, building operations, facilities management, or a related field preferred.
• 3+ years’ experience in facilities coordination, property management, or maintenance administration.
• Strong understanding of building systems, maintenance processes, and vendor coordination.
• Technical or mechanical background considered a strong asset.
• Proficient in Microsoft Office Suite and property management software (Yardi experience is an asset).
• Excellent communication, organizational, and time management skills.
• Strong analytical and problem-solving abilities; capable of assessing issues and recommending effective solutions.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Proven ability to build positive relationships with internal teams, residents, and external vendors.
• Detail-oriented, proactive, and committed to service excellence.
• Flexibility and adaptability as responsibilities evolve from supporting new-build asset launches to managing stabilized operations, with shifting priorities across development, occupancy, and long-term performance.

About The Company:

We create value for people and places

At Hazelview Properties, we take great pride in creating rental communities that people are proud to call home. For over 25 years, residents in >200 buildings across Canada have trusted us to deliver thoughtfully designed, well-maintained, and welcoming places to live—places that go beyond housing to offer real value and a true sense of belonging.

Our portfolio includes both purpose-built rental communities and revitalized vintage buildings, each designed to meet the needs of today’s renters with modern amenities, sustainable features, and prime locations. Backed by responsive, responsible property management, we deliver an experience rooted in care, quality, and community.

We’re more than just property managers—we’re community builders. From resident-focused programming to initiatives that support well-being and resilience, our commitment is to create spaces that feel like home and inspire pride in place.

Our Core Values:

• Trust
• Ambition
• Collaboration
• Ownership Mindset
• Having Fun

Hazelview Property Services Inc. is an inclusive and equal opportunity employer. If you require an accommodation to participate in any aspect of the recruitment process or to perform essential job functions, please let us know. We will work with you to accommodate your needs and in accordance with all applicable legislation. Information related to accommodation requirements will be addressed confidentially.

Our vision for sustainability is to foster happy, healthy, thriving communities where we operate. To learn more, please visit the following link: https://www.hazelviewproperties.com/about/sustainability