Office Administrator

Job Title: Office Administrator

Location: Middle Creek Village, 145 N Frontage Rd W, Vail, CO 81657

Job Type: Full-time

Reports To: Community Manager

Position Summary

Coughlin Property Management is hiring an Office Administrator to run the day-to-day administration of our Vail office. This office is the operational hub for three multifamily apartment communities in the Vail Valley, and the Office Manager keeps the paperwork, records, scheduling, and resident communication flowing smoothly across all three.

This is a detail-driven role for someone who is organized, dependable, and eager to learn. You do not need a property management background to start. You need to be sharp with details, comfortable with software and spreadsheets, good with people, and willing to learn affordable housing compliance and our systems on the job. We will train the right person.

Key Responsibilities

Office and Administrative Operations

• Run the front office and serve as the first point of contact for residents, vendors, and visitors
• Manage office systems: filing, records, supplies, mail, scheduling, and correspondence
• Keep resident and property files complete, organized, and easy to retrieve
• Maintain accurate records in property management software (training provided)
• Support the team across all three communities with administrative coordination

Resident Communication and Support

• Answer resident questions and route requests to the right person or team
• Log and track maintenance requests and follow up to confirm completion
• Help with leasing paperwork, application intake, and lease file setup
• Support resident communications, notices, and community engagement efforts

Financial and Billing Support

• Process and route vendor invoices to accounts payable
• Support rent posting, delinquency tracking, and notice preparation
• Assist with reporting, accounts payable, and accounts receivable tasks
• Help keep billing records accurate and current

Compliance Support (training provided)

• Help prepare and organize resident files for income certifications and recertifications
• Keep files audit-ready and support compliance and inspection preparation
• Learn affordable housing (LIHTC) requirements over time with guidance from the team

Qualifications

Required

• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Clear, professional written and verbal communication
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Comfort learning new software systems
• Reliable, self-directed, and able to manage multiple priorities
• High school diploma or equivalent

Preferred

• Office management, administrative, or front-office experience
• Customer service or resident-facing experience
• Familiarity with property management software such as Yardi
• College coursework in business or a related field
• Any exposure to property management or affordable housing

Physical Requirements

• Ability to walk the property, including stairs
• Ability to lift up to 25 lbs occasionally

Compensation

• Salary $60,000 - $65,000 depending on experience

Work Environment

• On-site office role supporting a multifamily residential community
• Monday through Friday 8:00am - 5:00pm