Property Maintenance Coordinator Commercial Properties

We are looking for a proactive and highly organized Property Maintenance Coordinator to oversee day-to-day maintenance operations across a diverse portfolio of commercial properties, including retail, industrial, office, and healthcare spaces in the Greater Toronto Area and surrounding regions. This full-time position plays a key role in supporting site operations and ensuring the smooth delivery of facility services. The successful candidate will be detail-oriented, capable of multitasking, and demonstrate a strong commitment to service and professionalism. This role reports directly to the Operations Supervisor.

Key Responsibilities:

Maintenance Coordination:

• Serve as the primary point of contact for tenant maintenance requests, including logging service calls, assigning tasks to technicians, coordinating third-party vendors, and ensuring follow-up communication and resolution.
• Manage preventive maintenance programs across all assets, including scheduling inspections and servicing of fire safety equipment, HVAC systems, generators, and electrical systems.
• Support digital maintenance systems (e.g., property management software) for work order tracking, documentation, and scheduling.
• Maintain accurate records of maintenance activities, inspections, and compliance documents.
• Coordinate and implement electronic document management systems to organize maintenance records and manuals.

Health & Safety and Compliance:

• Perform the role of Health & Safety lead, supporting compliance with workplace safety protocols.
• Ensure that safety-related improvements are integrated into ongoing maintenance and building upgrade projects.
• Track and manage safety equipment, supplies, and documentation across all sites.

Asset & Data Management:

• Maintain up-to-date property documentation, including as-built drawings, O&M manuals, and asset inventories.
• Assist with energy reporting and tracking building performance in accordance with sustainability initiatives or regulatory requirements.

Administrative Support:

• Generate purchase orders, process invoices, and manage contractor documentation including service reports, quotes, and compliance paperwork.
• Produce regular reports summarizing outstanding maintenance tasks, work orders, and procurement status.
• Assist in business process improvement initiatives or property performance analysis, as required.

Additional Functions:

• Support access control systems and manage physical and digital key inventories.
• Serve as backup for field staff during absences or peak periods.
• Handle special projects and assignments as directed.
• Primarily office-based with occasional site visits and field coverage.

Qualifications and Skills:

• Solid understanding of commercial building systems, including HVAC, electrical, and structural components.
• Proficient in maintenance planning and facility management software.
• Strong organizational, problem-solving, and customer service skills.
• Comfortable working in a fast-paced, multitasking environment.
• Availability for occasional evening or weekend work if required.
• Valid drivers license and clean driving record.

Preferred Experience:

• 3-4 years of experience working in a similar role.
• Familiarity with regulatory compliance in property maintenance.
• Experience coordinating contractors and external service providers.
• Technical or trade background in property operations considered an asset.