Maintenance Coordinator – Administration & Reception

Ottawa, ON | Full-Time, Permanent

We’re working with a well-established property management firm to find a Maintenance Coordinator who will also support front desk and administrative functions. This is a great opportunity for someone who thrives in a fast-paced, tenant-focused environment and enjoys balancing coordination and communication with strong administrative support.

Key Responsibilities:

Maintenance Coordination

• Track and log all incoming maintenance requests from tenants (calls and emails).

• Prepare and issue work orders to internal maintenance teams.

• Input work order data into Yardi (including time and materials).

• Coordinate daily dispatch of maintenance personnel and service contractors.

• Follow up with tenants and contractors to ensure completion and satisfaction.

• Request quotes from suppliers/contractors and update internal records.

• Manage purchase orders and assist with vendor contract administration.

• Monitor after-hours service calls and ensure proper follow-up.

• Provide additional support to the operations team as needed.

Administrative Support & Reception

• Welcome and assist all visitors and manage incoming phone calls.

• Monitor general email inboxes and redirect messages appropriately.

• Prepare and distribute tenant communications and notifications.

• Maintain updated contact lists for tenants, vendors, and contractors.

• Manage building access systems, keys, fobs, and parking pass distribution.

• Organize and maintain both digital and physical files.

• Handle mail distribution, couriers, and invoice verification.

• Assist with staff meeting coordination and general office support (filing, ordering supplies, etc.).

Your Background:

• Previous experience in property management, facilities coordination, or office administration preferred.

• Familiarity with Yardi or similar property management software is a strong asset.

• Excellent communication and organizational skills.

• Comfortable managing multiple priorities and working both independently and as part of a team.

• Detail-oriented with strong follow-up and time management abilities.

Ready to step into a dynamic, multi-faceted role with a stable and growing company? We’d love to hear from you.

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.