Property Management Coordinator (Maintenance & Admin)

Property Management Coordinator (Maintenance & Admin)

B&A Realty Management, LLC is seeking a highly organized, proactive, and detail-oriented Property Management Coordinator to join our growing Property Management team in Fairfield, NJ.

The ideal candidate will have experience in property management, possess strong organizational and communication skills, and be comfortable managing multiple priorities in a fast-paced environment. Experience with Yardi Property Management Software is a must.

This position works closely with the Property Manager, Maintenance Department, Accounting Department, vendors, and tenants to ensure the efficient day-to-day operation of our residential and commercial portfolio.

Responsibilities of the Property Management Coordinator:

• Assist the Property Manager with the daily operations of residential and commercial properties.
• Monitor ongoing property issues and provide regular updates to the Property Manager.
• Coordinate property inspections, preventative maintenance, and capital improvement projects.
• Assist in maintaining safe, attractive, and professionally managed properties.
• Ensure operational priorities are completed efficiently and on schedule.

Maintenance Coordination

• Serve as the primary liaison between the Property Management Office and the Maintenance Department.
• Communicate with maintenance personnel throughout the day regarding work order priorities, scheduling, and project updates.
• Create, assign, and manage maintenance work orders in Yardi.
• Issue Yardi work order numbers and maintain accurate documentation.
• Monitor work order progress and follow up to ensure timely completion.
• Prioritize maintenance requests and escalate urgent issues to the Property Manager.
• Coordinate maintenance schedules with tenants and vendors as needed.

Vendor Coordination

• Schedule vendors, contractors, and service providers for repairs, inspections, and maintenance projects.
• Coordinate property access for vendors and contractors.
• Confirm appointments and maintain communication throughout each project.
• Follow up on completed work and outstanding service requests.
• Develop and maintain strong working relationships with vendors and contractors.
• Assist with obtaining proposals, scheduling services, and tracking vendor performance.

Yardi Administration

• Maintain accurate property records within Yardi.
• Create, update, and monitor maintenance work orders.
• Ensure all work order documentation is complete and accurate.
• Maintain current operational records and property data.
• Monitor open work orders and communicate status updates to management.

Reporting & Administrative Responsibilities

• Prepare and maintain weekly ownership reports detailing maintenance activities, operational updates, and ongoing projects.
• Maintain operational tracking spreadsheets.
• Create work orders required for invoice processing when services are outside existing contracts.
• Generate purchase orders as needed.
• Track outstanding projects and follow up with maintenance staff and vendors to ensure timely completion.
• Assist with department reporting, budgeting support, and operational tracking.
• Maintain organized electronic and paper property files.

Communication

• Serve as the communication link between Property Management, Maintenance, Accounting, vendors, and tenants.
• Respond professionally to tenant maintenance concerns and vendor inquiries.
• Keep the Property Manager informed of ongoing issues requiring attention.
• Promote teamwork and communication across departments to ensure efficient property operations.
• Deliver exceptional customer service while maintaining professionalism in all interactions.

Qualifications

• Previous experience as an Assistant Property Manager or in Property Management is preferred.
• Experience with Yardi Property Management Software is required.
• Strong knowledge of maintenance coordination and vendor management.
• Excellent organizational, multitasking, and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Professional, dependable, and customer-service oriented.
• Ability to work independently while contributing to a collaborative team.

What We're Looking For

The successful candidate will:

• Be highly organized and proactive.
• Enjoy coordinating multiple moving parts simultaneously.
• Communicate effectively with maintenance staff, vendors, tenants, and management.
• Take initiative and consistently follow through on tasks.
• Thrive in a fast-paced property management environment.
• Be a dependable team player who is committed to maintaining well-managed residential and commercial properties.

Benefits

B&A Realty Management offers a professional, collaborative work environment with opportunities for growth and advancement. We are looking for someone who wants to build a long-term career with a company that values teamwork, accountability, exceptional customer service, and operational excellence.

Position: Full-Time
Location: Fairfield, NJ (On-Site)

Pay: $25.00 - $32.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Yardi: 2 years (Required)

Work Location: In person

Benefits:

Salary : $25 - $32