Property Management Coordinator

Addison Group is seeking a professional, customer-focused Property Management Coordinator to support the daily operations of a portfolio of commercial properties. This individual will play an important role in coordinating maintenance requests, managing administrative and financial processes, and maintaining positive relationships with tenants and service providers.

The ideal candidate has a strong customer service background, excellent organizational skills, and experience working in a professional office environment. This role is well suited for someone who is proactive, detail-oriented, and comfortable managing multiple priorities while delivering a high level of service.

Key Responsibilities
Property Operations and Administration

• Prepare purchase orders, coordinate service agreements, and process vendor invoices while ensuring accurate coding, appropriate expense allocation, and compliance with established budgets and contract terms.

• Review invoices for accuracy, investigate discrepancies, and communicate with vendors to resolve billing issues.

• Support accounts payable activities and maintain timely processing of property-related expenses.

• Coordinate vendor onboarding and maintain current insurance documentation for contractors working at assigned properties.

• Prepare and process billable client work orders on a recurring basis, ensuring accurate and timely billing.

• Track property sustainability data, including utility usage and waste diversion metrics.

• Schedule building maintenance and contractor services, coordinating access and timing with tenants as needed.

• Assist with property budget preparation by collecting, organizing, and entering relevant financial and operational information.

• Provide general administrative assistance, including phone coverage, document preparation, spreadsheet updates, and office coordination.

Client Relations and Customer Service

• Serve as a primary contact for tenant and vendor inquiries, ensuring questions and service requests are directed to the appropriate team members.

• Help coordinate maintenance activities and communicate building procedures, service updates, and general property information.

• Build and maintain positive tenant relationships through professional communication, responsiveness, and consistent follow-through.

• Escalate recurring complaints, unusual requests, and sensitive situations to the appropriate property management personnel.

• Support tenant satisfaction and retention initiatives by providing a high standard of customer service.

• Coordinate tenant communications, building announcements, and special events, including holiday notices, recycling initiatives, wellness events, and other community activities.

Documentation and General Support

• Maintain accurate tenant contact lists, emergency information, and property reference materials.

• Create, update, organize, and distribute spreadsheets, forms, manuals, informational materials, and other documents for property management teams.

• Maintain organized electronic and physical records for vendor agreements, invoices, purchase orders, work order billings, and other property-related documentation.

• Prepare and distribute correspondence to tenants, contractors, vendors, and other external contacts on behalf of the property management team.

• Assist with contract documentation and ensure administrative processes follow established policies and internal controls.

• Provide additional operational support and participate in special projects as assigned.

Qualifications

• 2–3 years of customer service experience, preferably in upscale retail, hospitality, or another service-oriented environment.

• At least 2 years of administrative experience in an onsite, professional office setting.

• Previous commercial real estate or property management experience is highly preferred.

• Proficiency in Microsoft Office applications, particularly Excel, with the ability to manage spreadsheets and maintain accurate records.

• Strong written and verbal communication skills, with a professional and polished approach to client interactions.

• Excellent organizational skills and attention to detail, including the ability to manage competing priorities and deadlines.

• A proactive, solutions-oriented mindset and the ability to work independently while collaborating effectively with a team.

• A bachelor's degree is preferred.

Benefits

• This position is eligible for medical, dental, vision, and 401(k).

• Opportunity to work with an established commercial real estate organization.

• Exposure to multiple properties and a variety of property management operations.

• Collaborative, client-facing environment with opportunities to develop commercial real estate and facilities operations experience.

• Potential for permanent employment based on business needs and performance.