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Job Description

Mission for position:

Purpose of the role: 

The Property Management Coordinator is responsible for supporting the day-to-day operational, administrative, and financials activities related to company-owned properties and affiliated business entities. This role coordinates property administration, vendor and tenant communications, financial documentation, compliance tracking, and operational support to ensure efficient business operations across multiple properties and entities.

Essential Duties:

• Coordinate day-to-day administrative operations for residential and/or commercial properties.
• Serve as point of contact for tenants, vendors, contractors, and service providers.
• Assist with lease administration, renewal notices, and tenant communications.
• Coordinate maintenance requests, vendor scheduling, and foll-up activities.
• Maintain property files, records, permits, and operational documentation.
• Track property related expenses, invoices, and service agreements.
• Process accounts payable and accounts receivable documentation.
• Assist with invoice tracking, payment coordination, deposits, and banking activities.
• Maintain organized financial records and supporting documentation for multiple entities.
• Support preparation of reports, spreadsheets, and operational summaries.
• Coordinate with accountants, financial institutions, insurance providers, and legal representatives as needed.
• Assist with budgeting and expense tracking functions.
• Maintain business licenses, registrations, insurance records, and compliance documentation.
• Facilitate end of year tax prep for accountants.
• Organize and maintain corporate and LLC records.
• Coordinate meetings, calendars, appointments, and operational schedules.
• Prepare and distribute correspondence, reports, and meeting materials.
• Maintain confidential company and property records in both electronic and physical filing systems.
• Support operational projects and process improvement initiatives.
• Answer and direct communications professionally.
• Order supplies for trainings and property management files as needed.
• Support leadership with administrative and operational tasks as assigned.
• Perform additional duties necessary to support company operations.

Preferred Qualifications:

Associate degree or equivalent work experience preferred.

·Minimum of 3-5 years of administrative, property management, operations, or office coordination experience preferred.

·Experience supporting multiple projects, entities, or properties strongly preferred.

·Working knowledge of property management, accounts payable/accounts receivable and office administration.

·Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, Teams, and Adobe Acrobat.

·Familiar with AppFolio property management software.

·Strong organizational, communication, and multi-tasking skills,

·Ability to maintain confidentiality and exercise sound judgement.

·Detail orientated with strong follow-through abilities.

• This position operates primarily in an office environment.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to occasionally lift office materials up to 20 lbs.

• Frequent local travel to banks and occasionally company properties.