Facilities Coordinator jobs in Toronto, ON

The Firm Developments oversees a portfolio of residential rental buildings across Toronto. We are seeking a hands-on Property Projects & Building Operations Coordinator to own the full apartment turnover and renovation cycle, from pre-move-out inspection through construction, procurement, and handover, and to manage the day-to-day maintenance and mechanical service needs of the buildings, including HVAC, boiler, and building-systems service contracts.

This role sits at the centre of our operations: you will be the primary point of contact between senior management, property management teams, superintendents, trades, and service contractors. It suits someone with strong construction or property-operations experience who can inspect a unit, write a scope of work, challenge a quote, keep six contractors on schedule, and make sure every invoice matches the work that was actually done.

Key Responsibilities

Unit Turnover & Renovation Management

• Lead and coordinate pre-move-out inspections: conduct pre-move-out inspections of occupied units with trades and building staff to price and schedule work early; document conditions, damages, and potential tenant chargebacks.
• Prepare scopes of work: inspect vacant units, develop detailed scopes of work, and prepare preliminary scopes in advance of vacancy so work can begin immediately on turnover.
• Manage quotes and pricing: review, negotiate, challenge, and adjust quotations and pricing from contractors and suppliers; issue approvals and coordinate purchase orders with property management.
• Coordinate trades and construction: schedule, sequence, and supervise trades through renovation and turnover projects; coordinate site access, notices of entry, superintendents, and building staff; keep units on deadline for move-in dates.
• Quality control and deficiency management: inspect completed work, identify and track deficiencies to closure, organize final cleaning, and remain accountable for issues arising after a renovated unit is occupied.
• Documentation and reporting: maintain before-and-after photo documentation on the shared drive, unit tracking spreadsheets, and weekly progress reports and statistics.

Procurement

• source, order, and coordinate delivery of construction materials and appliances; verify dimensions and fit, and manage suppliers through delivery and installation.

Building Maintenance & Mechanical Services (HVAC / Building Systems)

• Manage HVAC and mechanical service providers: act as day-to-day contact for the portfolio’s mechanical service contractors (HVAC, boilers, domestic hot water, in-suite heating/cooling); receive technician findings and repair recommendations, obtain and assess quotes, and authorize work within approved limits.
• Preventative maintenance scheduling: coordinate seasonal preventative maintenance programs (boiler teardowns, in-suite HVAC maintenance, filter changes), service shutdowns, access days, and tenant notices with property management.
• Service call management: triage service calls from superintendents and property managers (leaks, heat pumps, exhaust fans, lobby air conditioning, etc.), dispatch the right contractor, and follow each call through to a completed service report.
• Invoice review and approval: review contractor invoices and statements against completed and authorized work, reconcile outstanding invoice lists, approve invoice batches for accounts payable, and ensure invoices carry correct POs and billing entities.

Inspections, Permits & Compliance

• review architectural and designer drawings, specifications, and project requirements; assist with permit applications and coordinate work required to satisfy permit conditions.
• schedule, coordinate, and attend City of Toronto and building inspections; coordinate remediation work (e.g., mold, water damage, abatement) with specialist contractors.

Tenant & Property Management Support

• post and coordinate notices of entry; arrange access to occupied units; assist with occupied-unit issues, tenant-related matters, and building-management requests across the portfolio.

Qualifications

• 3–5+ years of experience in residential property operations, construction project coordination, apartment turnover/renovation management, or a related field.
• Working knowledge of building mechanical systems (HVAC, boilers, plumbing, domestic hot water) sufficient to assess contractor recommendations and quotes.
• Proven experience managing trades and vendors: negotiating pricing, scheduling, quality control, and holding contractors to scope and deadline.
• Strong administrative discipline: comfortable maintaining spreadsheets, photo documentation, POs, and invoice approval workflows.
• Excellent written and verbal communication; able to work daily with owners, property managers, superintendents, tenants, and trades.
• Valid Ontario driver’s licence and ability to travel between buildings across Toronto daily.
• Availability for occasional after-hours and weekend response to urgent building issues.
• Assets: familiarity with the Residential Tenancies Act (notices of entry), Toronto building permit processes, and reading architectural drawings.

Compensation & Benefits

• Competitive salary commensurate with experience (see market guidance accompanying this description).
• Paid vacation, statutory holidays, and sick days.
• Company laptop provided.
• Mileage/travel allowance for movement between portfolio buildings.

Pay: $65,000.00-$80,000.00 per year

Benefits:

• Casual dress
• On-site parking

Work Location: In person