Project Administrator, Capital Improvements (Vaughan)

Drake Property Management is a growing multifamily property management company dedicated to creating well maintained communities where residents feel at home and employees feel supported. We manage multi residential properties across multiple provinces and operate as one integrated team across operations, leasing, maintenance, capital projects, and support functions. Our teams work collaboratively to deliver consistent, high quality building operations, strong financial performance, and a reliable resident experience. We emphasize clear expectations, accountability, and practical execution, supported by systems, processes, and solid leadership. We are committed to building a professional, inclusive, and performance driven environment where team members are empowered to take ownership, develop their skills, and contribute to the success of the portfolio. About the Role Reporting to the Senior Program Coordinator, the Project Administrator provides administrative, coordination, and reporting support to the Capital Improvements team. This role supports multiple capital projects simultaneously, working closely with Project Managers and Property Operations to ensure projects remain organized, compliant, and on track with schedules and budgets. The Project Administrator plays a key role in document control, project tracking, financial administration, and internal communication, contributing to the successful delivery of capital improvement initiatives. Responsibilities - Provide day‑to‑day administrative and coordination support to the Capital Improvements team across multiple projects. - Serve as a point of contact for routine inquiries from tenants, contractors, and service providers; elevate issues as appropriate. - Prepare tenant notices, project correspondence, meeting agendas, minutes, and status updates. - Track project milestones, risks, constraints, and potential delays; flag concerns to Project Managers or the Senior Program Coordinator. - Collect, maintain, and update project data including schedules, access requirements, vacancy status, and operational details. - Maintain project records and document management systems; ensure accuracy, version control, and timely updates. - Support consolidated project status reporting, forecasting exercises, and the annual capital budget process. - Assist with invoice processing, change orders, warranty tracking, and work order follow‑ups. - Build and maintain basic Excel tracking tools and reports to support project and financial monitoring. - Support compliance with organizational policies, safety requirements, and incident/accident reporting. - Collaborate closely with other Capital Improvements Team members to ensure continuity of expectations and deliverables. - Other tasks and duties as assigned within the scope of the job, as requested by management. Qualifications - Strong written and verbal communication skills. - Highly organized with exceptional attention to detail and accuracy. - Customer‑service‑oriented, professional, and discreet. - Strong problem‑solving skills with the ability to manage multiple priorities and deadlines. - Self‑motivated, proactive, and able to work independently while staying aligned with team objectives. - High level of integrity, professionalism, and discretion. Required Skills - Post‑secondary diploma or degree in construction management, business administration, project coordination, or a related field (or equivalent combination of education and experience). - Minimum 3 years’ experience in project administration or coordination, supporting medium to large construction or capital projects. - Experience in commercial real estate, property management, or multi‑residential environments is an asset. - Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook). - Experience with Yardi or similar property/project management systems is an asset. - Basic ability to read and interpret floor plans and construction drawings is a plus. Equal Opportunity Statement At Drake Property Management, we are committed to fostering an inclusive and accessible workplace. We welcome applications from all qualified individuals and will provide reasonable accommodations throughout the recruitment and selection process in accordance with applicable accessibility legislation. If you require accommodation, please advise us at any stage of the process. #J-18808-Ljbffr Apply on Kit Job: kitjob.ca/job/2niduw