About the Role

We are seeking a highly organized, responsive, and detail-oriented Property Operations & Administrative Coordinator to support the day-to-day administrative and property management operations of the business. This role will serve as a key point of contact for tenants, vendors, prospects, municipal offices, and internal stakeholders while ensuring property records, maintenance coordination, utilities, documentation, and administrative workflows are handled accurately and efficiently.

The ideal candidate is comfortable managing multiple priorities, communicating professionally by phone and email, maintaining accurate records, and responding quickly to property-related requests and urgent situations. As the candidate grows in the role, responsibilities may expand to include invoice preparation, repair estimates, and additional property operations support.

Key Responsibilities

Property & Administrative Operations

• Manage, prepare, distribute, and track documents using DocuSign, ensuring accuracy and timely completion.
• Maintain organized digital filing systems for leases, agreements, property records, service documentation, and operational documents.
• Update and maintain spreadsheets, databases, property trackers, logs, and other operational records.
• Monitor shared inboxes, task management systems, and communication channels to ensure requests are properly documented, assigned, and followed through.
• Perform data entry, document auditing, quality checks, and record reconciliation to maintain accurate information across systems.
• Prepare reports, logs, documentation, and administrative records as required.
• Coordinate internal workflows and follow up on outstanding administrative tasks to ensure deadlines are met.

Tenant, Vendor & Prospect Communication

• Serve as a primary phone and email contact for tenants, vendors, and prospective tenants.
• Use provided scripts, guidelines, and procedures to maintain professional, consistent, and customer-focused communication.
• Utilize Google Voice, email, and other communication platforms to manage incoming and outgoing communications.
• Document calls, requests, updates, and follow-ups accurately.
• Route inquiries and issues to the appropriate internal team members or external vendors.
• Maintain consistent availability during the client's business hours to provide reliable communication coverage.

Maintenance & Property Coordination

• Receive, document, and coordinate tenant maintenance requests.
• Coordinate maintenance activities between tenants, vendors, and internal stakeholders.
• Schedule and follow up on vendor services, repairs, work orders, and property-related tasks.
• Track maintenance progress and ensure issues are followed through to resolution.
• Organize service records, repair documentation, estimates, and related property information.
• Respond appropriately to emergency property requests and escalate issues according to established procedures.

Utilities, Compliance & Municipal Coordination

• Coordinate utility-related communications, including service connections, disconnections, transfers, and account documentation.
• Maintain utility records, service documentation, and property-related administrative information.
• Communicate with municipal offices regarding occupancy inspections, permits, compliance requirements, and related documentation.
• Assist with occupancy inspections and ensure required paperwork is prepared and properly maintained.
• Support compliance-related administrative tasks and municipal documentation requirements.

Billing & Financial Administration

• Assist with invoice preparation, expense tracking, and administrative billing documentation.
• Maintain accurate records related to property expenses, repairs, and services.
• As responsibilities expand, assist with creating invoices and repair estimates.
• Ensure supporting documentation is complete and properly organized for billing and recordkeeping.

Qualifications & Requirements

• 2+ years of experience in property management, administrative support, operations coordination, customer service, or a related field.
• Strong verbal and written English communication skills.
• Comfortable handling phone calls and communicating professionally with tenants, vendors, prospects, and external offices.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• High attention to detail and accuracy when handling documents, records, spreadsheets, and financial information.
• Proficiency with Google Workspace, Google Voice, spreadsheets, email, and digital document management systems.
• Experience with DocuSign or similar electronic signature platforms is preferred.
• Ability to learn and follow established processes, scripts, and workflows.
• Strong follow-through and ability to track open requests until completion.
• Ability to work independently while coordinating effectively with a remote or distributed team.
• Comfortable responding to urgent requests and adapting to changing priorities.
• Reliable availability during the client's designated business hours.

What We're Looking For

We are looking for someone who is organized, dependable, proactive, and highly responsive. The ideal candidate can balance administrative responsibilities with customer-facing communication and property coordination.

The successful candidate should:

• Take ownership of tasks from initial request through completion.
• Communicate clearly and professionally with different stakeholders.
• Be proactive in following up on pending maintenance, documents, utilities, and administrative requests.
• Demonstrate strong attention to detail and accuracy.
• Stay calm and organized when handling urgent or unexpected property issues.
• Be comfortable working with spreadsheets, digital records, and multiple communication channels.
• Have a problem-solving mindset and the ability to prioritize effectively.
• Be willing to take on additional responsibilities as they develop within the role.