Property Management Coordinator

Property Management Coordinator

Primary Purpose:

Support the day-to-day operations of assigned properties and maintain positive tenant relationships. Serve as a primary contact for tenant services, coordinate maintenance requests, support vendors, and provide administrative assistance to the Property Management team.

Key Responsibilities:

- Assist with daily property operations and maintain strong tenant relationships.

- Respond to tenant and vendor requests, provide building information, explain procedures, and coordinate maintenance services.

- Deliver high-quality customer service and support tenant retention initiatives.

- Coordinate tenant events and activities, including welcome events, recycling programs, bicycle safety events, blood drives, and other special programs.

- Create and code purchase orders, verify expense allocations, and ensure vendor billing aligns with contracts, negotiated rates, and property budgets.

- Review questionable or inaccurate invoices and coordinate with vendors to resolve billing issues.

- Track sustainability data, including waste diversion, electricity consumption, and water usage, and assist with reporting and analysis.

- Maintain insurance certificates and required documentation for contractors working at assigned properties.

- Schedule contractor work and coordinate activities with tenants to minimize disruption.

- Provide administrative and phone coverage and support general property management operations as required.

- Answer and route tenant and vendor calls and emails and dispatch appropriate personnel based on service needs.

- Collect and analyze data from Angus and other databases and reporting tools to identify trends and improve tenant service response.

- Process tenant work order billing accurately and on schedule.

- Inspect tenant spaces, common areas, building areas, and grounds to help ensure high standards of maintenance and service.

- Coordinate tenant work orders with building staff and external vendors through completion.

- Assist with RFP preparation, contracts, purchase orders, and contractor coordination.

- Support tenant communications and logistics related to capital improvement projects.

- Monitor contractors to ensure services meet contract requirements and required insurance and documentation are current.

- Assist with budgets, accruals, reforecasts, financial reporting, and budget variance tracking.

- Coordinate with janitorial, security, engineering, accounting, leasing, construction, and other internal and external teams to ensure seamless service.

- Support the Leasing team with property showings, vacant space readiness, and operational questions.

- Work with Marketing to coordinate tenant events, promotions, and activities that enhance the tenant experience.

- Maintain accurate tenant contact lists, emergency information, tenant manuals, and property records.

- Prepare, update, and distribute spreadsheets, forms, manuals, information packages, reports, and other property management materials.

- Maintain organized electronic and physical records for properties, vendors, invoices, purchase orders, and tenant work orders.

- Process correspondence with tenants, contractors, vendors, and other third parties.

- Support contract administration while following company policies and internal control procedures.

- Maintain working knowledge of company databases and reporting systems.

- Attend relevant industry conferences and conventions.

- Perform other duties and special projects as assigned.

Requirements and Qualifications:

- High school diploma or equivalent required; Bachelor’s degree preferred.

- 0-3 years of customer service experience preferred.

- Administrative, property management, or real estate experience is highly desirable.

- Strong customer service, problem-solving, organizational, and communication skills.

- Ability to communicate professionally and courteously in challenging situations.

- Excellent written and verbal communication skills.

- Ability to identify needs, make decisions, and achieve results with limited supervision.

- Proficiency with Microsoft Office applications.

- Strong ability to organize work, manage priorities, and meet deadlines.

- Ability to work independently and collaboratively within a team.

- Professional demeanor when representing the company.

- Ability to work effectively under pressure and maintain flexibility beyond regular working hours when required.

Physical Requirements:

Primarily office-based work involving computer and multifunction printer use, movement between departments and buildings, and occasional lifting of items weighing approximately 15-20 lbs.

Internal and External Contacts:

Regularly communicate with tenants, property management, leasing, construction, development, finance, engineering, accounting, vendors, contractors, consultants, and other service providers.

Reporting Structure:

Reports to the senior Property Manager responsible for the assigned portfolio, who provides daily supervision, guidance, coordination, and performance oversight.