Property Coordinator

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We are looking for a self‑motivated professional with excellent phone etiquette and above‑average organization skills.

• General Administration
  • Assist asset management team coordinating office moves.
  • Provide front‑desk and telephone coverage.
  • Maintain project, vendor, and tenant files.
  • Ensure all tenant contact information (legal, billing, premises, emergency) is updated.
• Accounting
  • Payables – process weekly vendor invoices, follow up on outstanding invoices or incorrect billings, resolve discrepancies promptly.
  • Create purchase orders and coordinate with engineering to oversee and manage purchase orders.
  • Receivables – run current aging reports on the 5th, 10th, and 15th of each month, contact tenants (phone, e‑mail, letter) for outstanding receivables, keep a receivables contact list, and provide status updates to the Senior Property Manager.
  • Assist with tenant utilities, after‑hours lighting, HVAC, and tenant direct services billings; send out monthly rent statements; handle end‑of‑year CAM reconciliation letters and annual CAM estimate letters.
  • Reporting – compile information for annual budget preparation, prepare monthly variance reports, submit lease change notices, review lease abstracts for approval, conduct monthly physical occupancy surveys, and update occupancy reports.
  • Budgets – coordinate vendors/contractors for annual budget figures, gather proposals and competitive bids, and review preventative maintenance schedules and repair needs.
• Insurance Compliance
  • Obtain timely renewal and submit insurance binders for tenants and vendors.
  • Prepare incident report forms for submission to Risk Manager.
  • Oversee the Risk Connect insurance compliance platform.
• Property Management
  • Follow up with vendors to confirm timely completion of jobs.
  • Participate in annual property inspections.
  • Manage the work‑order system: assign work orders, follow up on responses, and input new orders.
  • Coordinate tenant and property events and the online fire life‑safety training program.
  • Coordinate signage program (directory boards, tenant suite signs, floor directory signs, monument signs, evacuation and restroom signs, etc.).
  • Prepare and distribute tenant memos and notifications.
  • Prepare move‑in packages and coordinate tenant move‑ins/outs.
  • Implement tenant lease obligations, prepare tenant manuals and emergency procedures, educate tenants on recycling program, and resolve miscellaneous tenant issues.
  • Conduct monthly walkthroughs and follow‑up requests; liaise with engineering to complete tenant work orders; collect bids for projects and maintenance; maintain vendor contracts, purchase‑order documents, and vendor files.
• Administrative
  • Order office supplies for Regional Office.
  • Coordinate meetings and events such as team lunches, community outreach, and team building.
  • Other duties as assigned.

• Self‑motivated with excellent phone etiquette and professional manner.
• Solid understanding of office procedures; typing 60+ wpm; excellent spelling and grammar; highly computer literate with Word and Excel.
• Good math skills.
• Minimum of 3 years working in a professional office environment; minimum 1 year in a commercial real‑estate environment.
• Accounting experience preferred.

We offer a competitive base pay range of $28.75 to $34.08 per hour, with eligibility for an annual discretionary bonus. Our group health benefits program includes medical, dental, vision, FSA, HSA, group life & disability, LTD coverage, and more. We also provide a retirement savings plan with a competitive employer match, employee support programs, wellness and commuter benefits, and parental leave coaching.

Mid‑Senior Level

Full‑time

Administrative, Customer Service, and Other