Operations Coordinator

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $85 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

The Operations Coordinator is key in supporting the Operations team at Oakridge Park, ensuring seamless administrative and operational functions. Reporting to the General Manager of Operations, the Operations Coordinator provides accurate and timely administrative support while ensuring exceptional service to internal and external stakeholders.

The expected annualized base salary range for this role is $60,000-70,000 per annum.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

QuadReal offers a competitive total rewards package in addition to the base pay, which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined contribution pension plan and paid time off.

Key Responsibilities

1. Office & Administrative Management
   • Oversee day-to-day office operations, including office supply inventory, vendor coordination, and procurement.
   • Manage mail services and general administrative tasks.
   • Maintain compliance documents in collaboration with Health & Safety and Compliance Teams.
2. Budget Management & Financial Tracking
   • Assist in budget planning, tracking, forecasting, and reporting.
   • Initiate and track purchase orders (POs), invoices, and change orders.
   • Act as the primary contact for property maintenance invoices, ensuring timely communication with vendors and internal teams.
   • Support the Maintenance and Mechanical Manager in monitoring work orders, contracts, and expenditures.
3. Scheduling & Meeting Coordination
   • Manage calendars, schedule meetings, prepare agendas, and take meeting minutes.
   • Track action items and follow up to ensure timely completion.
   • Facilitate communication between Tenant Coordination and Operations, ensuring all documentation is centrally accessible.
   • Coordinate maintenance and repair schedules, including preventive and corrective actions.
   • Schedule and coordinate contractors, trades, and vendors as needed.
4. Documentation & Systems Management
   • Oversee physical and digital filing systems to ensure data integrity, accessibility, and version control.
   • Implement document control protocols, maintaining updated plans, contracts, and compliance records.
   • Ensure compliance documentation (TSBC, COV, WHMIS, OSHA) is up to date.
   • Develop and update operational processes, including digital forms and workflows.
   • Train team members on document management best practices.
   • Collaborate with Procurement to ensure vendor compliance requirements are met (e.g., WorkSafeBC certification, insurance, safety documentation).
5. Work Order & Vendor Coordination
   • Monitor service requests and work orders, ensuring timely completion and escalation when necessary.
   • Assist in scheduling and dispatching work orders.
   • Generate and distribute periodic reports on work order performance for trend analysis and contractor meetings.
   • Process tenant access requests and vendor work permits, ensuring compliance with operational protocols.
   • Maintain vendor contact information and ensure contract terms, renewals, and compliance requirements are met.
   • Order janitorial and operational supplies through the Yardi platform and source alternative suppliers as needed.
   • Prepare and distribute vendor correspondences, such as letters and memos.
6. Special Projects & Staff Engagement
   • Organize staff engagement events to foster team morale and a positive work culture.
   • Support hiring processes for operational staff, including job postings and onboarding.
   • Identify opportunities for process improvement and implement new systems and workflows.
7. Communication Management
   • Act as a central point of contact for internal and external communication related to operations.
   • Handle inquiries from tenants, vendors, and other stakeholders.

Experience & Qualifications

• 5+ years of experience in operations coordination, project coordination, real estate development, or construction administration.
• Post-secondary degree or diploma in business administration, real estate, construction management, or a related field.
• Strong organizational, planning, and time management skills with a high attention to detail.
• Experience with budget tracking, financial reporting, and contract administration.
• Proficiency in Microsoft Office 365 (Excel, Word, Outlook) and project management tools.
• Familiarity with CMMS systems, Yardi, or other asset management platforms preferred.
• Strong verbal and written communication skills, with the ability to interact professionally with tenants, vendors, and stakeholders.
• Ability to work independently and collaboratively in a fast-paced environment.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.