What are the responsibilities and job description for the Operations Coordinator position at Reich Brothers?
Job Title: Operations Coordinator
Location: White Plains, NY
Job Type: Full-Time
About Us
Reich Brothers is a national industrial real estate firm with a specialization in the acquisition, repurposing, and management of manufacturing and distribution facilities across the United States. With over 15 million square feet of commercial real estate currently under management, Reich Brothers is the go-to for complex asset transactions nationwide.
Position Summary: The Operations Coordinator is an entry-level role that provides administrative and coordination support across our industrial property operations. This position is ideal for a recent graduate or early-career professional who is detail-oriented, eager to learn, and comfortable working in a hands-on, small-team environment.
Responsibilities:
Operations & Insurance Tracking
- Track and maintain Certificates of Insurance (COIs) for tenants, vendors, and contractors
- Follow up with tenants and vendors to obtain missing or expiring insurance documents
- Organize insurance and compliance documentation in shared systems
Due Diligence & Document Support
- Gather, organize, and file due diligence materials such as inspections, environmental reports, engineering reports, and lease documents
- Assist with compiling materials needed for internal reviews and external requests
- Maintain orderly digital and physical files related to asset operations
Tracking Sheets & Data Updates
- Update and maintain internal tracking spreadsheets, including:
- Lease and tenant information
- Insurance and compliance status
- Due diligence checklists
- Vendor and contract tracking
- Ensure property site maps and emergency contact sheets are current, and consistently formatted
Tenant & Arrears Support
- Track tenant arrears and payment status using internal systems
- Assist with administrative tenant follow-ups related to payments and documentation
- Escalate issues to management as needed
Vendor & Small Project Coordination
- Request bids and proposals for small maintenance and repair projects using provided scopes
- Coordinate site access and scheduling for vendors and contractors
- Track bids, proposals, and basic project information for management review
General Administrative Support
- Provide day-to-day administrative support to the operations and management team
- Assist with documenting existing processes and procedures
- Support ad-hoc operational tasks typical of a small, entrepreneurial firm
- Assist with budget preparations
- Assist with draw requests to various lenders and projects
- Assist with utility billing where needed
Qualifications:
- Candidate must have 1-2 years in property management.
- Strong organizational and communication skills.
- Comfortable in property management software (Yardi) and Microsoft Office Suite.
- Ability to multitask and work efficiently in a fast-paced environment.
- Knowledge of lease administration and financial reporting is a plus.
- Candidate is preferred to be based in Westchester area
Benefits:
- Health, dental, and vision insurance
- Paid time off and holidays
- Professional development opportunities
- 401(k) plan