Administrative Coordinator / Property Operations Administrative Assistant

We are seeking an organized, dependable, and technology-savvy Administrative Coordinator / Property Operations Administrative Assistant to support our property management and maintenance operations.

This is a hands-on, cross-functional position for someone who can manage multiple priorities, communicate professionally, think outside the box, and follow responsibilities through to completion. The ideal candidate is a team player, problem-solver, and quick learner who is willing to step into different office responsibilities when needed.

Requirements

Responsibilities

• Schedule maintenance work orders and coordinate maintenance schedules
• Monitor open work orders, follow up on work performed, and help ensure jobs are completed
• Track work waiting on parts, vendors, approvals, or return visits
• Assist with move-in and move-out inspections as needed
• Schedule and coordinate apartment turnover maintenance
• Contact and coordinate vendors and contractors
• Assist property management staff with vacant-unit and rent-ready coordination
• Check vacant units and follow up on outstanding maintenance, cleaning, or turnover items
• Assist with collections, collection calls, account follow-up, and promised payments
• Research account disputes and assist with drafting professional dispute responses
• Answer phones and assist residents, customers, vendors, and contractors when needed
• Manage calendars, appointments, schedules, deadlines, and follow-up
• Create and maintain spreadsheets, trackers, reports, forms, and electronic records
• Assist with social media and digital content
• Provide administrative and backup support throughout the office
• Step into other office responsibilities when needed and appropriately trained
• Assist with special projects and other duties as assigned

Qualifications

• Required
• Previous administrative, office, customer service, scheduling, or similar professional experience
• Strong computer and technology skills
• Working knowledge of Microsoft Outlook, Word, and Excel
• Ability and willingness to learn Microsoft Teams, OneNote, property management software, work-order software, and other business applications
• Strong written and verbal communication skills
• Professional telephone and customer-service skills
• Strong organizational and time-management skills
• Ability to manage multiple responsibilities and changing priorities
• Strong attention to detail and accuracy
• Ability to maintain organized records and documentation
• Ability to draft professional emails, letters, and business correspondence
• Comfortable handling difficult customer conversations professionally
• Comfortable discussing account balances and assisting with collections
• Ability to follow up on outstanding items without constant reminders
• Ability to work independently while also functioning as part of a team
• Strong problem-solving skills and willingness to research unfamiliar tasks
• Ability to maintain confidentiality and use good judgment when handling sensitive information
• Dependable attendance and reliable follow-through
• Preferred
• 2+ years of administrative, office, scheduling, collections, property management, maintenance coordination, or related experience
• Property management or apartment-industry experience
• Maintenance scheduling or work-order coordination experience
• Collections or accounts-receivable experience
• Experience coordinating vendors or contractors
• Experience with move-ins, move-outs, inspections, or apartment turnovers
• Experience preparing or responding to customer dispute correspondence
• Strong Microsoft Excel skills
• Familiarity with property management or work-order software
• Social media knowledge
• Experience with ChatGPT or other AI productivity tools
• Canva or similar design-software experience
• Technology & AI
• Technology is an important part of this position. Candidates should be comfortable using computers, learning new software, and finding solutions to routine technology questions.
• We use Microsoft 365, digital business systems, and approved AI tools such as ChatGPT to assist with communication, organization, research, spreadsheets, documentation, troubleshooting, and productivity.
• You do not need to know every program on your first day. You do need to be computer savvy, willing to learn, and comfortable researching how to accomplish something unfamiliar.
• The Person We're Looking For
• We are looking for someone who is: Organized • Dependable • Professional • Computer Savvy • Detail-Oriented • Resourceful • Adaptable • Team-Oriented • Solution-Focused • Comfortable With Follow-Up
• This position requires someone who understands that the job does not end when something is scheduled, assigned, or entered into a system. Follow-up and completion matter.
• We don't expect you to know everything on Day 1. We do expect you to be willing to: LEARN → ASK → RESEARCH → PROBLEM-SOLVE → FOLLOW UP → COMPLETE
• If you enjoy variety, technology, organization, problem-solving, working with people, and being an important part of both property management and maintenance operations, we encourage you to apply.