Operations Coordinator at Greyspring in Montreal, Quebec, CA

About GMR Real Estate

GMR Real Estate is a property management company focused on residential properties within the Montreal market. As a relatively young and evolving organization, we are continuously improving our operations, processes, and resident experience as our portfolio expands. We value adaptability, accountability, strong service, and individuals who are motivated to contribute within a fast-moving environment. As a smaller organization, each team member has the opportunity to gain broad exposure, contribute to operational improvements, and play an active role in shaping how we operate and evolve.

 

About This Position

The Operations Coordinator supports the day-to-day operational, administrative, and reporting functions across the portfolio. This role works closely with Property Managers and the Regional Operations Manager to support collections coordination, lease administration, tenant communications, reporting, and operational follow-ups. The Coordinator also assists with TAL-related files and legal processes, while contributing to the continuous improvement and standardization of operational procedures across the portfolio.

 

Responsibilities

Operations & Administrative Support

• Support day-to-day operational and administrative activities across the portfolio.
• Assist Property Managers and the Regional Operations Manager with operational coordination, follow-ups, reporting, and tenant-related matters based on business needs.
• Support lease administration activities, including documentation, renewals, notices, and file maintenance.
• Maintain organized and accurate property, tenant, and operational records.

 

Legal Coordination

• Assist with collections follow-ups, payment arrangements, and delinquency tracking.
• Support the preparation and coordination of TAL files and related documentation.
• Coordinate hearing schedules, submissions, and follow-ups as required.
• Liaise with tenants, Property Managers, legal counsel, and bailiffs regarding collection and TAL-related matters.
• Maintain collections trackers and support reporting related to arrears and legal files.

• Draft and issue formal notices (e.g., demand letters, 5-day notices) and compile supporting documentation.
• Coordinate fixations, including opening cases, preparing submissions, and managing follow-ups.
• Progressively represent the organization at TAL hearings, primarily for non-payment cases initially.

Reporting & Process Support

• Support accounts receivable reviews and operational reporting.
• Help identify process improvements and support standardization initiatives across the portfolio.
• Assist in maintaining accurate operational and collections data.

• Provide regular updates on file status, legal outcomes, and portfolio trends during recurring meetings.
• Identify patterns in delinquency and recommend operational or policy improvements.

 

Portfolio Support

• Provide administrative and operational support to site teams as required.
• Support onboarding and training related to operational procedures and documentation standards.
• Collaborate with internal stakeholders to ensure timely communication and follow-up across the portfolio.

 

This job description is intended to outline the general scope of responsibilities associated with the role. Responsibilities and areas of focus may vary over time based on operational and business needs. This description is not exhaustive, and the Coordinator may also be assigned other related duties by their direct supervisor.

 

Qualifications

• At least 2 years of experience in property management, operations coordination, administration, collections, or a related field.
• Experience in residential real estate or property management is preferred.
• Exposure to collections, accounts receivable, or TAL processes is an asset.
• Experience with Microsoft Office, Yardi, BuildingStack, or similar property management software is an asset.
• Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines.
• Comfortable working in a fast-paced, evolving environment.
• Able to work independently and collaborate with operations teams.
• Bilingual skills (English and French) is required.