Administrative & Operations Coordinator

Pay: $18.00–$23.50 per hour

Job Type: Part-time

Work Location: In person

Benefits: Flexible schedule

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Administrative & Operations Coordinator to support the executive team and day-to-day operations of a growing property management company.

This position is ideal for someone who enjoys creating order, improving processes, solving problems, and keeping multiple priorities moving at once. The role combines executive administrative support, office administration, property management operations, project coordination, and quality assurance.

The right candidate will be comfortable working independently, communicating with clients, tenants, vendors, and team members, and using technology such as AppFolio, Google Workspace, and AI tools to improve efficiency and organization.

Key ResponsibilitiesExecutive & Administrative Support

• Provide administrative support to the executive team, including calendar management, scheduling, meeting coordination, and follow-up.
• Monitor and assist with email, phone, and text communications as needed.
• Prepare documents, correspondence, meeting materials, reports, and other administrative materials.
• Attend meetings, take detailed notes, prepare meeting minutes, and track follow-up items.
• Assist executives with occasional personal administrative tasks when requested.
• Maintain organized electronic and physical filing systems.
• Manage office supplies, equipment, and general office organization.
• Complete post office runs and coordinate incoming and outgoing mail.
• Maintain professional and courteous communication with clients, tenants, vendors, and other stakeholders.

Property Management & AppFolio Administration

• Utilize AppFolio Property Manager to support day-to-day property management operations.
• Maintain accurate property, tenant, vendor, financial, and operational information within AppFolio.
• Track and maintain inventory records in AppFolio.
• Assist with new property onboarding and ensure required information and documentation are entered accurately.
• Coordinate utility setup, transfers, and shutoffs related to move-ins, move-outs, and new property onboarding.
• Prepare and send updated property management agreements and related documentation.
• Assist with inspections and property-related administrative activities.
• Maintain organized property records and supporting documentation.

Financial & Transaction Support

• Process invoices, including scanning, uploading, coding or routing as appropriate, and filing documentation.
• Process checks and coins, including scanning, recording, and preparing deposits.
• Assist with routine financial and administrative matters.
• Maintain accurate supporting records and documentation.
• Assist with reconciliation, tracking, and reporting activities as assigned.

Operations & Project Coordination

• Assist with the coordination and follow-up of internal projects and client-related initiatives.
• Track action items, deadlines, deliverables, and outstanding requests.
• Receive team reports and organize information for internal meetings and operational reviews.
• Support new property onboarding from initial setup through completion.
• Draft, organize, and maintain scripts, procedures, workflows, and operational documentation.
• Create, update, and organize templates for recurring business processes.
• Maintain and improve Standard Operating Procedures (SOPs).
• Help identify opportunities to streamline workflows and improve operational efficiency.

Quality Assurance & Process Improvement

• Perform routine audits of operational activities, files, records, and processes to help ensure accuracy and consistency.
• Identify gaps, errors, inefficiencies, and opportunities for process improvement.
• Follow up on incomplete items and help ensure operational tasks are completed accurately and on time.
• Maintain organized systems that allow information, procedures, and records to be easily located and understood.
• Support leadership in developing more scalable and efficient business processes.

Communications & Client Support

• Prepare routine newsletters, cards, correspondence, gifts, and client communications.
• Proofread written communications for accuracy, professionalism, grammar, and consistency.
• Provide responsive and professional customer service.
• Assist with communication among property owners, tenants, vendors, and internal team members as appropriate.

Technology & AI Expectations

Technology proficiency is an important part of this position.

The ideal candidate will be comfortable using technology to organize work, automate repetitive tasks, draft communications, summarize information, and improve business processes.

Candidates should be proficient or highly comfortable with:

• AppFolio Property Manager
• Google Workspace, including Gmail, Google Drive, Docs, Sheets, Calendar, and related tools
• AI tools such as ChatGPT or comparable platforms
• Digital file organization and document management
• Data entry and maintaining accurate electronic records
• Calendar and task management systems

Strong AI proficiency is required. Candidates should be comfortable using AI thoughtfully and responsibly for tasks such as drafting documents, proofreading, summarizing information, organizing data, developing templates, documenting procedures, and improving administrative workflows.

Qualifications

• Exceptional organizational and time-management skills.
• Ability to prioritize competing responsibilities in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Strong proofreading and document-preparation skills.
• High degree of professionalism and discretion when handling confidential information.
• Strong computer skills and willingness to learn new systems quickly.
• Proficiency with Google Workspace.
• Experience using AppFolio is strongly preferred.
• Previous property management experience is preferred.
• Administrative, executive assistant, office management, or operations experience is a plus.
• Strong typing and data-entry accuracy.
• Customer service experience is highly desirable.
• Ability to work independently while also collaborating effectively with a team.
• Comfortable identifying problems, asking questions, and taking initiative to find solutions.
  

This is an excellent opportunity for someone who wants to become deeply involved in the operations of a growing property management company.

If you are organized, resourceful, technologically savvy, and excited by the opportunity to help a business operate more efficiently, we encourage you to apply.