Building Operations Coordinator Southtree Commercial Property Management

Position: Building Operations Coordinator

Department: Property Management

Reports to: Business Operations Director

Comp Range: $65K - 70K

The Operations Coordinator plays a central role in the day-to-day administrative and operational functioning of the company’s commercial property portfolio. This position supports the Business Operations Director to ensure properties run smoothly, maintenance issues are addressed promptly, and administrative processes are well organized.

• Utilize tenant request portal to track and route tenant inquiries, requests, and service issues to appropriate team members
• Assist with tenant communications regarding building notices, policy updates, and events
• Assist in coordination of move-ins/move-outs, including inspections, access, and unit/space readiness
• Maintain and update tenant contact information, lease abstracts, and certificates of insurance (COIs)

• Solicit bids, schedule, and coordinate vendors and contractors for repairs, maintenance, and capital projects
• Maintain vendor certificates of insurance, service contracts, and compliance documentation
• Track and coordinate preventive maintenance scheduling in coordination with building engineers

• Maintain organized digital and physical filing systems for leases, contracts, permits, and property records
• Prepare correspondence, memos, reports, and presentations for property management and ownership
• Support the Property Manager with scheduling, meeting coordination, and follow-up on action items
• Assist with compliance tracking (inspections, licenses, permits, safety/fire code requirements)

• Help maintain standard operating procedures (SOPs) for property operations
• Track and help manage certificates of insurance and compliance documents for tenants and vendors
• Assist in onboarding new properties into management systems and workflows

Note:

This role does not handle rent collection, accounts payable/receivable, budgeting, or financial reporting - these functions are managed by the Accounting team.

• Education: High School diploma. A bachelor's degree is a plus.
• Experience: Minimum of 2 years in operations or administration
• Technical Skills
  :
  Experience with tenant management, vendor management and property management software preferred. Proficient with Microsoft Office products.
• Communication and People Skills
  :
  • Prioritizes prompt and professional communication with all stakeholders.
  • Ability to work independently and collaborate effectively with other departments.
  • Strong problem-solving skills and attention to detail.
  • Self-starter with the ability to multi-task and manage time constraints.