Operations Coordinator

Contract Duration: July 13, 2026 – December 28, 2026

We are seeking a highly organized Compliance Operations Coordinator to provide administrative and operational support for a Property Management team overseeing building safety programs, including fire protection systems, security systems, and elevators/escalators. This role supports compliance activities by coordinating permits, inspections, work orders, invoices, and documentation while ensuring processes remain organized and on schedule.

This position is ideal for someone with strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Prior compliance experience is not required, as training will be provided on systems, processes, and procedures. Regular in-office attendance is required to support physical document handling, mail, permits, and shipping activities.

• Monitor, prioritize, and route shared inboxes related to permits, inspections, and building safety activities.
• Track permits, inspections, violation notices, false alarms, work orders, Field Service Requests (FSRs), and follow‑up actions.
• Coordinate with vendors, local agencies, internal business partners, field locations, and offshore support teams.
• Maintain tracking logs and provide status updates while escalating issues when necessary.

• Review inspection reports and supporting documentation for accuracy and completeness.
• Maintain organized records for inspections, FSRs, violations, permits, and related documentation.
• Prepare document packages and support ongoing recordkeeping activities.
• Monitor work order activity and aging reports.
• Review, validate, and route invoices for processing.
• Follow up on outstanding administrative tasks to ensure timely completion.

• Sort, scan, mail, and track permits, invoices, checks, applications, violation notices, and other critical documents.
• Coordinate shipping and mailing activities for operational materials.

• Maintain trackers, dashboards, checklists, and process documentation.
• Coordinate routine work with offshore support teams.
• Escalate complex or time‑sensitive issues to leadership as appropriate.

• Strong administrative or operations coordination experience.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and priorities simultaneously.
• Experience maintaining documentation and operational records.
• Proficiency with Microsoft Outlook, Excel, Word, and Teams.
• Strong communication skills and ability to work with internal and external stakeholders.
• Experience supporting work order tracking, operational processes, or vendor coordination is preferred.

The successful candidate is dependable, highly organized, and proactive in following up on tasks. They consistently produce accurate work, maintain organized documentation, communicate effectively, and thrive in a process‑driven environment. Training will be provided on compliance procedures and internal systems.