Administrative Coordinator

Company Description:
We are dynamic property management firm dedicated to providing exceptional service to property owners and residents. We are looking for a proactive, organized, and energetic Administrative Coordinator to join our team and help us maintain high standards of excellence.

Job Summary:
As the Administrative Coordinator, you will be the heart of our daily operations. You will support our Property Managers by acting as the primary point of contact for tenants and vendors, ensuring maintenance is handled promptly, and maintaining accurate financial and operational records. This position is a blend of in-office administrative work and field inspections.

Key Responsibilities:

• Communications & Front Desk: Act as the first point of contact by answering incoming calls, screening inquiries, and responding to tenant/owner emails promptly and professionally.
• Maintenance Coordination: Schedule, dispatch, and follow up with outside vendors for repairs and routine maintenance tasks to ensure timely completion.
• Property Inspections & Field Visits: Conduct regular site visits for safety inspections, move-in/move-out inspections, vendor meetings, and to post official notices on properties.
• Accounts Payable & Vendor Relations: Work closely with property owners and the accounting team to obtain approval for work performed, approve invoices for payment and work with the accounting team to pay invoices for work performed.
• Data Management & Documentation: Input data for Property Managers, upload documents, and maintain accurate, up-to-date tenant and property files.
• Reporting: Generate, review, and distribute daily/monthly property reports and delinquency notices to the management team.
• Office Administration: Assist in managing office workflow, including ordering supplies and keeping the office organized.

Qualifications:

• 1–2 years of experience in property management, customer service, or administrative support.
• Technologically literate with strong competence in navigating operating systems and smart devices.
• Exceptional organizational skills and the ability to multitask in a fast-paced environment.
• Strong communication skills (verbal and written) and a positive, professional demeanor.
• Valid driver’s license and reliable transportation for property visits.