Service Coordinator - The James

Job Description

The Service Coordinator supports the daily operations of a premium residential community designed to deliver a hospitality-driven living experience beyond traditional property management. They serve as a key connection point between residents, concierge, maintenance, management, and service partners, helping ensure resident and operational requests are coordinated accurately, communicated clearly, and followed through to completion.

The Service Coordinator also provides day-to-day support across property administration, financial processes, leasing, resident communications, systems, and compliance-related administration. They area a service-oriented professional who enjoys a fast-paced, resident-facing environment and takes pride in accuracy, discretion, and a polished service experience.

The James is a luxury rental community located in Rosedale, one of Toronto’s most established central neighbourhoods. Situated just off Yonge Street at Price Street, the community is close to Summerhill, Moore Park and the Yonge subway line.

We are currently hiring for two Service Coordinator roles at The James.

Essential Duties and Responsibilities:

Resident Experience and Service Coordination

• Respond to routine resident inquiries, feedback, concerns, and complaints through phone, email, and resident platforms, providing information, coordinating appropriate support, and escalating more complex or sensitive matters.

• Assist with resident-facing activities, including move-ins, welcome materials, amenity bookings, event calendars, satisfaction surveys, and other community initiatives.

• Receive, prioritise, log, assign or route, track, and follow up on resident, operational, and service-related requests, including work orders; identify delays or service risks and escalate them appropriately.

• Work closely with Concierge, Maintenance, Management, contractors, and other site partners to support timely service delivery and clear communication across resident touchpoints.

Property Administration Support

• Prepare resident communications, standard correspondence, and Residential Tenancies Act documentation, including N2, N4, N5, N9, and related notices, in accordance with established processes and under the direction of the General Manager or designated property management team member

• Support day-to-day property and office administration for the assigned residential and commercial portfolio, including document management, filing, supplies, equipment, couriers, and related administrative budgets.

• Assist with rental payment monitoring, accounts receivable updates, collection follow-up, payables, and the preparation of recurring delinquency, legal status, and renewal reporting.

• Track lease renewals and support leasing activities as required, including responding to prospect inquiries and assisting with tours.

• Maintain accurate and confidential information within property management and resident service systems, including Yardi, resident applications, work order records, and operational files.

• Identify recurring service or administrative issues and bring them forward to the appropriate team member, while maintaining professionalism, discretion, confidentiality, and site standards in all interactions.

Qualifications:

• Highly organised, with the ability to manage multiple requests, deadlines, and administrative details in a fast-paced environment.

• Clear and professional written and verbal communication skills, with the ability to interact effectively with residents, colleagues, contractors, and service partners.

• Sound judgement, discretion, and a professional approach when handling confidential or sensitive information.

• Reliable follow-through, with the ability to maintain accurate records and recognise when an issue requires escalation or additional support.

Minimum Requirements:

• 2+ years of experience in a customer service, hospitality, administrative, residential property management, or other service-driven environment.

• Experience supporting administrative processes and coordinating requests, activities, or information across multiple stakeholders.

• Proficiency with Microsoft Office, including Outlook, Word, and Excel, and comfort…