Administrative & Operations Coordinator

We are seeking a highly organized, proactive, and detail-oriented Administrative & Operations Coordinator to support the executive team and day-to-day operations of a growing property management company.

This position is ideal for someone who enjoys creating order, improving processes, solving problems, and keeping multiple priorities moving  role combines executive administrative support, office administration, property management operations, project coordination, and quality assurance.

The right candidate will be comfortable working independently, communicating with clients, tenants, vendors, and team members, and using technology such as App Folio, Google Workspace, and AI tools to improve efficiency and organization.

We are seeking a highly organized, proactive, and detail-oriented Administrative & Operations Coordinator to support the executive team and day-to-day operations of a growing property management company.

This position is ideal for someone who enjoys creating order, improving processes, solving problems, and keeping multiple priorities moving  role combines executive administrative support, office administration, property management operations, project coordination, and quality assurance.

The right candidate will be comfortable working independently, communicating with clients, tenants, vendors, and team members, and using technology such as App Folio, Google Workspace, and AI tools to improve efficiency and organization.

Pay: $18.00-$23.50 per hour

Job Type: Part-time

Work Location: In person

• Flexible schedule

• Provide administrative support to the executive team, including calendar management, scheduling, meeting coordination, and follow-up.
• Monitor and assist with email, phone, and text communications as needed.
• Prepare documents, correspondence, meeting materials, reports, and other administrative materials.
• Attend meetings, take detailed notes, prepare meeting minutes, and track follow-up items.
• Assist executives with occasional personal administrative tasks when requested.
• Maintain organized electronic and physical filing systems.
• Manage office supplies, equipment, and general office organization.
• Complete post office runs and coordinate incoming and outgoing mail.
• Maintain professional and courteous communication with clients, tenants, vendors, and other stakeholders.

• Utilize App Folio Property Manager to support day-to-day property management operations.
• Maintain accurate property, tenant, vendor, financial, and operational information within App Folio.
• Track and maintain inventory records in App Folio.
• Assist with new property onboarding and ensure required information and documentation are entered accurately.
• Coordinate utility setup, transfers, and shutoffs related to move-ins, move-outs, and new property onboarding.
• Prepare and send updated property management agreements and related documentation.
• Assist with inspections and property-related administrative activities.
• Maintain organized property records and supporting documentation.

• Process invoices, including scanning, uploading, coding or routing as appropriate, and filing documentation.
• Process checks and coins, including scanning, recording, and preparing deposits.
• Assist with routine financial and administrative matters.
• Maintain accurate supporting records and documentation.
• Assist with reconciliation, tracking, and reporting activities as assigned.

• Assist with the coordination and follow-up of internal projects and client-related initiatives.
• Track action items, deadlines, deliverables, and outstanding requests.
• Receive team reports and organize information for internal meetings and operational reviews.
• Support new property onboarding from initial setup through completion.
• Draft, organize, and maintain scripts, procedures, workflows, and operational documentation.
• Create, update, and organize templates for recurring business processes.
• Maintain and improve Standard Operating Procedures (SOPs).
• Help identify opportunities to streamline workflows and improve operational efficiency.

• Perform routine audits of operational activities, files, records, and processes to help ensure accuracy and consistency.
• Identify gaps, errors, inefficiencies, and opportunities for process improvement.
• Follow up on incomplete items and help ensure operational tasks are…