Property and Business Coordinator

Job Description

Job Description

Description

The Property & Business Coordinator supports the Property Services Department by managing administrative operations and coordinating key business functions. This role serves as a central point of coordination for property-related financial and operational activities, including purchase orders, invoicing, utility payments, and vendor transactions, while also supporting work order management and overall departmental operations.

Key Responsibilities

Administrative and Operational Support

• Provide general office support, including phone coverage, correspondence, scheduling, filing, and document preparation
• Organize and maintain Property Services work orders within internal systems
• Route work orders to appropriate staff/vendors and track progress through completion
• Respond to requests from internal departments and field locations for repairs and services
• Maintain site profiles, including leases, agreements, licenses, and repair histories
• Support departmental coordination and special projects as needed

Business and Financial Coordination

• Manage and track purchase orders (POs), including creation, updates, and closeout
• Coordinate vendor invoicing, ensuring accuracy, proper coding, and timely submission
• Oversee utility accounts and payments, including tracking usage, resolving discrepancies, and ensuring timely payment
• Assist with check disbursements and payment processing in accordance with organizational procedures
• Maintain records related to property operations, including service contracts and vendor agreements
• Support budget tracking by monitoring expenses and providing reports as needed
• Coordinate with Finance to ensure proper documentation and compliance with internal controls

Vendor and Contract Support

• Assist with vendor coordination, including service requests, scheduling, and follow-up
• Maintain records of contracts, service agreements, and vendor documentation
• Support procurement processes in alignment with organizational policies

Skills, Knowledge and Expertise

• A minimum of a high school diploma or equivalent
• Three to five years of relevant administrative and/or business operations experience. Associate's or Bachelor's degree in Accounting, Business Administration, or related field preferred. 
• Experience in property management, facilities, or related field preferred.
• Strong working knowledge of office systems and business operations
• Experience with property management and/or financial systems (e.g., Yardi Voyager
• preferred)
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication and interpersonal skills
• Ability to handle sensitive information with discretion
• Flexibility, initiative, and ability to work in a team required.
• Ability to deal sensitively and effectively with individuals of diverse economic and cultural backgrounds.

Expected Salary: $52,088 annually with the equivalent hourly rate of $. Salary scales are set according to an explicit compensation policy and relevant market data. Due to funding restrictions and our strong focus on internal parity, this salary is thoughtfully aligned with the duties expected for this role, and offers are firm. 

Why Work Here

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.