Property Management Coordinator

Description

• Answer and route phone calls and emails from clients and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
• Update and maintain current daily and emergency client contact lists and client information manuals.
• Provide clients and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures and supplying general building information.
• Involves movement between departments, and buildings to facilitate work.
• Assist Property Management in promoting, establishing, and maintaining positive relations with clients and with the day-to-day operations of the property.
• Responsible for diligently reviewing invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
• Notify Property Manager of repeat client complaints or unusual and/or unreasonable situations.
• Provide support to Property Managers by producing, modifying and/or distributing various forms, spreadsheets, manuals, information packages, and miscellaneous deliverables.
• Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
• Assist Property Management team with gathering and inputting data in property budgets.
• Maintain and update insurance certificate files for all contractors performing work at the properties.
• Coordinate for and provide clients with weekly, and holiday / special event notifications such as welcome breakfasts, recycling audits/promotional recycling events, bicycle safety events, blood drives, ice cream socials, etc.
• Assist Property Management with contract documentation while following the policies and procedures of internal controls.
• Contribute toward overall office operational needs by helping to provide phone coverage and administrative support related to maintaining property management operations as necessary.
• Assist with the scheduling of contractor work (ex: window washing) and coordinate with clients.
• Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
• Assist in the maintenance of an organized updated manual and electronic filing system for all properties, invoices, purchase orders, vendors, invoices, client work order billings, and other general files.
• Process correspondence with clients, contractors, and other third parties for Property Management staff.
• Execute prompt, accurate billing of client work orders for billable services on bimonthly basis.
• Manage new vendor setup.
• Provide high quality of customer service and take an active role in client retention program.
• Involves work of a general office nature usually performed standing such as operation of a fax and printer.

Requirements

• This is an on-site position and requires in-person attendance.
• 0 to 3 years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Ability to work under pressure and effectively meet deadlines.
• Involves work of a general office nature usually performed sitting such as operation of a computer.
• Regularly required lifting items that weigh approximately 15 lbs. – 20 lbs.
• Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
• Demonstrated ability to determine needs and achieve results without close supervision.
• High school diploma or equivalent certification required. Bachelor’s degree preferred.
• Proven customer service and problem solving skills.
• Ability to organize and coordinate work efficiently and set priorities.
• Demonstrated proficiency with Microsoft Office Applications.

Benefits

• Flexibility to work beyond the regular work schedule.

Training + Development

Interview process

Visa Sponsorship

Security clearance