Property and Tenant Coordinator

Bertone is a Montreal-based real estate company with over 25 years of experience across residential, commercial, industrial, and mixed-use projects, involved across the full lifecycle of its developments.

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Overview

The Property & Tenant Coordinator supports the Property Management team by coordinating day-to-day building operations and managing tenant onboarding and occupancy processes. This role ensures tenants receive seamless experience from lease execution through move-in, while also supporting efficient property operations across the portfolio.

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Key responsibilities:

Property operations

• Coordinate day-to-day property operations, including service requests, tenant inquiries, maintenance activities, and issue resolution, ensuring timely communication and follow-up with tenants, vendors, and internal stakeholders.
• Manage vendor and service provider relationships, including obtaining quotations, issuing and tracking purchase orders, coordinating service delivery, and monitoring work completion.
• Maintain accurate property records, including vendor information, service agreements, equipment inventories, warranties, maintenance logs, inspection reports, and deficiency tracking.
• Coordinate building inspections and corrective actions, ensuring deficiencies and follow-up items are addressed and resolved within established timelines.
• Support operational financial administration by tracking invoices, purchase orders, tenant chargebacks, and coordinating with Accounting on related matters.
• Support emergency preparedness and incident response activities, including maintaining tenant emergency contact information and coordinating communications during incidents.
• Prepare and maintain operational reports, dashboards, and tracking tools related to work orders, maintenance activities, operational expenditures, and property performance metrics.

Tenant coordination

• Coordinate tenant onboarding and occupancy processes following lease execution, including possession requirements, key distribution, utility setup, insurance verification, fit-up approvals, signage coordination, and landlord obligations.
• Act as the primary liaison between tenants, landlords, contractors, vendors, and internal departments throughout the fit-up, move-in,occupancy, and move-out process.
• Monitor and track key tenant milestones and critical dates, including deposits, possession dates, fixturing periods, construction schedules, insurance requirements, opening dates, and lease-related obligations.
• Coordinate tenant move-outs, including inspections, restoration requirements, turnover activities, and preparation of vacant premises for re-leasing.
• Provide ongoing tenant support after occupancy by responding to inquiries, coordinating service requests, facilitating communications, and delivering a high level of customer service to enhance the tenant experience.
• Prepare and maintain tenant status reports, calendars and tracking tools to ensure timely communication, visibility of up coming milestones, and completion of tenant-related requirements.

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What you bring:

• 3-5 years of experience in commercial real estate, property management or administration;
• Excellent organizational and time management skills,with the ability to manage multiple priorities in a fast-paced environment;
• High attention to detail and the ability to maintain accurate documentation and records;
• Proficiency with Microsoft Office, particularly Outlook, Excel, and Word;
• Fully bilingual, written and spoken;
• Familiarity with property management software (e.g.,Yardi) is considered an asset.

At Bertone, diversity and inclusion are at the core of our values, and we provide equal employment opportunities to all applicants in accordance with applicable federal, provincial, and territorial legislation.