Commercial Real Estate Operations & Office Coordinator

Job Description

Job Description

POSITION SUMMARY

NOT A REMOTE/HYBRID POSITION. FULL TIME IN-OFFICE POSITION

River Shore Development is seeking a highly organized, detail-oriented professional to serve as both an operational anchor for the office and an active partner in commercial property operations. This is a high-trust administrative role with commercial real estate responsibilities.

This position combines office administration, commercial property coordination, tenant and vendor relations, work order management, and accounting support. The successful candidate will be equally comfortable managing administrative workflows at the desk and conducting a property inspection in the field on the same day. This role requires a high level of confidentiality in handling sensitive tenant, vendor, and financial information.

Successful candidates independently identify work, exercise professional judgment, and maintain consistent communication with leadership across all areas of responsibility. Candidates who demonstrate strong initiative, sound judgment, and follow-through will find meaningful opportunities to grow into expanded responsibilities over time across property management, operations, and organizational leadership.
This role serves as a critical administrative and operational partner to company leadership, helping ensure priorities remain organized, communication remains clear, and operational initiatives continue moving forward.

This role serves as a critical administrative and operational partner to company leadership, helping ensure priorities remain organized, communication remains clear, and operational initiatives continue moving forward.

CORE RESPONSIBILITIES
Office & Property Administration

• Serve as the day-to-day operational anchor for the office, maintaining organization, visibility, and continuity across administrative and property operations.
• Serve as a front-line representative of River Shore Development and primary point of contact for tenants, vendors, etc; coordinate communication and help ensure issues are addressed promptly and professionally.
• Generate and manage internal work orders for proactive, preventative, and recurring maintenance activities.
• Track compliance requirements across the portfolio, including fire life safety inspections, elevator certifications, insurance verification, and other recurring obligations
• Maintain accurate, organized records and documentation supporting property operations, tenant communications, vendor activities, and administrative systems.

Property Inspections & Field Coordination

• Conduct regular property inspections; document conditions; identify maintenance, safety, appearance, and operational issues; and initiate appropriate follow-up actions.
• Meet with tenants and vendors on-site as needed to address concerns, facilitate access, monitor work, and support property operations.
• Support property audits, capital projects, and operational initiatives as directed by leadership.
  Operational Support.
• Identify operational issues, incomplete projects, tenant concerns, and property needs requiring attention.
• Escalate issues to leadership with appropriate context, recommended actions, and identified next steps while maintaining ownership of assigned follow-up activities.
• Maintain visibility of open items and drive timely resolution through proactive communication and follow-up.
• Support leadership with special projects, process improvements, research, and portfolio-wide operational priorities.

Financial & Administrative Support.

• Assist in monthly rent posting & payment tracking.
• Assist with accounts payable processing, invoice coding, bill payment coordination, and financial documentation.
• Support monthly account reconciliations and accuracy of financial records.
• Assist with budget tracking and financial administration in coordination with leadership and accounting partners.

QUALIFICATIONS
Required

• 3+ years of professional experience in fields such as office management, administrative coordination, operations, or other related.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple competing priorities while exercising professionalism, discretion, and sound judgment.
• Proficiency in Microsoft Office Suite and other standard business productivity tools.
• Strong written and verbal communication skills, with the ability to communicate clearly, professionally, and proactively.
• Demonstrated ability to work independently, take ownership of responsibilities, and follow tasks through to completion.
• Commitment to maintaining confidentiality when handling sensitive tenant, vendor, financial, and company information.
• Valid driver's license and reliable personal transportation for local property-related travel.

Preferred

• Experience supporting executives, ownership groups, or senior leadership in a professional environment.
• Background in commercial real estate, property management, construction, facilities management, or a related industry.
• Familiarity with accounts payable processing, invoice coding, and financial reconciliation.
• Experience with Yardi Breeze or similar property management platforms.