Facilities Coordinator in Toronto

Are you looking for career opportunities within a global, growing real estate company? Then you might be our next Facility Coordinator. Join us and be a part of our journey.

The Facility Coordinator is a new position and is responsible for coordinating reactive and planned maintenance work across residential buildings. The Facility Coordinator is the first point of contact for residents to report maintenance issues.

The Facility Coordinator manages tenant interactions, scheduling maintenance services, quality control, and ensuring smooth communication between tenants and the maintenance team. The successful candidate ensures good service from start to finish; from when the service request comes in, diagnose the issue, schedule the service, log in the costs, and ensure work completion.

• Open, track, update, and close maintenance jobs in line with company procedures.
• Update internal systems with accurate job description, timeline of communication, pictures and videos, and monitor costs and clocked working time.
• Schedule and instruct technicians and contractors for repair works.
• Identify, schedule, and monitor emergency and priority work first thing in the morning and throughout the day in accordance with company KPI requirements; follow up to ensure swift resolution.
• Rearrange technician schedule and coordinate with affected residents in case of emergencies.
• Review and log material costs needed for each job and manage inventory as needed.
• Liaise with residents via phone and email to diagnose, schedule appointment, obtain permission to enter, and follow up during repairs and upon completion.
• Ask the right questions and include clear details in the job description so the issue is understood by the technician and resolved during the first visit.
• Monitor and close work orders in accordance with company's guidelines, ensuring completed work meets timeline, budget, quality standards, and customer satisfaction.
• Work closely with technicians to improve diagnosis, time management, efficiency, performance and quality and provide technicians with administrative support as needed.
• Monitor open work orders and check status with the appropriate technicians.
• Follow up on overdue or incomplete work orders and help resolve the issue.
• Balance technician workload and assign planned maintenance when possible.
• Escalate complex issues to senior management where required.
• Escalate recurring maintenance issues, significant repairs, unusual situations, and need for external vendors to the Property Manager in a timely manner.
• Act as main point of contact and primary escalation point between the tenant, technicians, and property management.
• Collect positive Google reviews following satisfactory completion of work.
• Address any complaints or feedback in a timely manner.
• Other duties as required.

Who you are:

• 1-3 years of relevant experience in Facility Management.
• Teamwork, organizational and management skills.
• Technical writing skills.
• Great customer service.
• Good writing and verbal communication skills.
• Strong analytical and problem-solving skills.
• Ability to understand, analyze and develop complex processes.
• Sound judgment skills based on observation of objective evidence.
• Ability to perform duties with minimum direct supervision.
• Understanding of landlord and tenant board regulatory requirement for both landlords and tenants and relevant building regulatory compliance laws such as Ontario building code, fire code, RentSafe, etc.
• Maintain a practical working knowledge of residential maintenance systems such as plumbing, electrical, appliances, drywall and painting, carpentry, regulatory or hazardous issues, etc.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency in Yardi and MS Office.

How to apply:

Apply with a copy of your resume.

Akelius offers annual salary range: $60,000 to $70,000, competitive benefits, 4% RRSP match, annual fitness benefit, internal industry specific education and training, social events throughout the year, company summit every second year.

About Akelius:

Akelius acquires, upgrades, and manages residential properties. Akelius owns rental apartments in the metropolitan cities New York, Boston, Washington D.C., Montreal, Quebec City, Ottawa, Toronto, London, and Paris.

Akelius Canada is committed to providing accommodations for employees with disabilities. If you are contacted for this position and require a specific accommodation because of a disability or a medical need, please let the HR team know. We do not use artificial intelligence (AI) or automated decision-making tools to screen, assess, or select candidates for this role. All applications are reviewed by our team.