Property Coordinator at RioCan (Toronto, Canada)Property Coordinator

Who We Are:

For over 30 years, our entrepreneurial mindset and strategic vision have fueled our growth into one of Canada’s largest and most successful REITs. Our retail-focused and mixed-use portfolio reflects our commitment to creating vibrant community spaces where people want to shop, live, work, and play. We take pride in our strong legacy while continuously adapting, innovating, and investing in the future. We’re proud to be recognized as one of Canada’s Most Admired Corporate Cultures, Canada’s Greenest Employers, Canada’s Best Diversity Employers, and a Greater Toronto Top Employer.

At RioCan, we believe our people are our greatest strength. We foster a welcoming, inclusive culture where employees can connect authentically, grow continuously, and bring their whole selves to work. Here, you’ll find opportunities to learn, lead, and make an impact every day.

This position is at The Well, a one-of-a-kind destination with great potential for impact. This employment opportunity is with Allied REIT.

What is The Well? 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.

Purpose 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.

Financial Coordination & Yardi Support

• 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.

Property Management & Operational Support

• 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.

• At least 1–2 years of administrative or coordination experience.
• Proven verbal and written communication skills.
• Proficient in Microsoft Word, Excel and Outlook.
• Proven organizational skills with the ability to meet deadlines.
• Detail-oriented.
• Exceptional customer service skills.
• Ability to work independently and collaboratively in a team environment.
• Experience with Yardi or similar systems is an asset.

Allied determines individual compensation by work location and other factors, including relevant experience, education and internal equity.

Note: The listed salary range does not reflect total compensation and rewards. We encourage all qualified candidates to apply.

This role is a current vacancy on the Allied team. We value human connection and experience. While Allied uses technology, including AI-enabled tools, to support administrative efficiency, all screening, assessment and hiring decisions are made by people. We are committed to hiring the most qualified candidates with a dedication towards supporting diversity, equity and inclusion across our organization. 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. We strive to provide an accessible recruitment experience and welcome reasonable accommodation requests at any stage of the recruitment process. Please reach out to talent@alliedreit.com if support is needed.