Tenant & Administrative Coordinator - Property Management

Tenant & Administrative Coordinator Job Type: Full-time Work Location: In person Do you enjoy structured work, organized systems, and making sure important details don’t fall through the cracks? Are you also someone who enjoys helping people, communicating clearly, and being a friendly, professional point of contact? Foundation Properties Inc. is hiring an Tenant & Administrative Coordinator to support a growing portfolio of nearly 300 apartment units in Fredericton and surrounding areas. This is an office-based role that combines tenant communication with detailed administrative support, accurate record keeping, and day-to-day coordination across our property management team. As one of the first points of contact for our residents, you will play an important role in creating a positive tenant experience. You will respond to questions, acknowledge concerns, provide updates, coordinate follow-up, and help ensure tenants feel heard and supported. This role is well suited to someone who is personable, professional, patient, and comfortable communicating with a wide range of people by phone and email. At the same time, a large part of the role is focused on maintaining organized systems and ensuring information is accurate, complete, and properly documented. If you take pride in accuracy, enjoy system-based tasks, and feel satisfaction from keeping information organized and moving forward, this could be a great fit. The ideal person naturally notices when something is missing, out of order, or has not been followed through to completion-and takes initiative to address it. Daily responsibilities include tenant communication, data entry, record maintenance, document preparation, issue tracking, task follow-up, and monitoring shared inboxes and digital systems. You will work closely with the leasing, maintenance, and building teams to help ensure tenant concerns, administrative tasks, and operational follow-ups are handled promptly and professionally. This position reports primarily to the Operations Manager while providing administrative support across the property management team. What You’ll Do - Act as a first point of contact for tenant inquiries, requests, and administrative follow-ups in a friendly, professional, and organized manner - Monitor and triage incoming emails and requests, routing information to the appropriate team members when required - Maintain accurate tenant records, digital files, and onboarding documentation - Perform structured data entry and maintain organized communication templates - Maintain issue tracking logs, follow-up lists, and internal task records - Assist with drafting notices, communications, and internal documents - Support scheduling logistics such as showings setup, inspections, contractor access, and operational tasks (administrative support only) - Provide administrative support to the Operations Manager, Leasing Coordinator, Maintenance Technician, and Resident Liaisons - Track required tenant documentation such as insurance certificates and forms - Update spreadsheets, trackers, and operational dashboards as directed - Assist with compiling documentation packages or Service NB filing materials when required - Support organization of tenant surveys, building notices, and internal records - Assist with reviewing security footage or compiling incident documentation - Create, update, and close administrative tasks to support follow-through, tenant service, and smooth day-to-day operations - Perform other related tenant coordination and administrative duties that support an organized, responsive, and professional resident experience What We’re Looking For - Administrative or office experience would be an asset - Strong computer skills (Gmail, Word, Excel, Smartphone-based apps, and digital platforms) - Property management or real estate administration experience is helpful but not required - Valid Driver’s Licence - Strong organizational skills and attention to detail - Ability to work full-time in an office environment - Positive and friendly professional The Kind of Person Who Thrives in This Role - Highly organized and detail-oriented — you notice when information is missing or incomplete - Comfortable working with structured processes and administrative systems - Calm, steady, and professional in a fast-moving office environment - Strong written communication and professional email etiquette - Able to support multiple team members and manage competing priorities - Reliable, accountable, and proud of producing accurate work - Professional, respectful, and team-oriented What You’ll Get - Competitive pay based on experience - Full-time permanent role - Paid vacation - Hours: 8:00 a.m. – 5:00 p.m., Monday to Friday - RRSP matching - Employee Health Benefits - Bonus opportunity - On-site parking - Learning and development opportunities - Supportive leadership and opportunities for growth as our portfolio continues to expand Location & Travel - Primary location: Fredericton - Full-time in-office role with occasional out-of-office administrative tasks How to Apply Send your resume and a brief cover letter to: info@foundationproperties.ca When applying, please include the word “Administration” in the subject line of your email. We thank all applicants for their interest, but only those selected for an interview will be contacted.