Property Management Coordinator

Property Management Coordinator

Our client is seeking a versatile Property Management Coordinator to provide administrative, vendor-coordination, tenant-service, purchasing, and general property-management support. Approximately 75% of the position will involve administrative and coordination responsibilities. The remaining responsibilities will include light onsite property support, assisting with inspections, meeting vendors, posting notices, receiving supplies, and helping the maintenance team with nontechnical tasks. The coordinator will help ensure maintenance requests, vendor appointments, purchasing needs, tenant communications, and property-management activities are organized and completed promptly.

Essential Duties and Responsibilities

• Provide daily administrative support to the Property Manager.
• Receive and respond to calls and emails from tenants, vendors, and service providers.
• Schedule maintenance appointments, inspections, repairs, and vendor visits.
• Coordinate vendor access to the properties.
• Follow up with vendors regarding scheduled, pending, or incomplete work.
• Maintain maintenance logs, service records, calendars, and other property-related documentation.
• Assist with purchasing supplies, equipment, and materials for the maintenance team.
• Track orders, deliveries, receipts, and vendor information.
• Communicate maintenance schedules and property updates to tenants and internal staff.
• Assist tenants with routine questions and direct more complex concerns to the Property Manager.
• Use Google Workspace applications, including Gmail, Google Calendar, Google Docs, and basic spreadsheets.
• Support the Property Manager with calendaring, email correspondence, recordkeeping, and general administrative duties.
• Meet vendors onsite and provide access or basic direction.
• Observe vendor activity and communicate concerns or incomplete work to the Property Manager.
• Assist with basic building inspections and property walkthroughs when needed.
• Post restroom-closure notices, maintenance notices, tenant communications, and other onsite signage.
• Help receive, organize, and move supplies or materials.
• Assist the maintenance team with nontechnical tasks.
• Review basic plans, prints, or building information when needed to support purchasing or vendor coordination.
• Occasionally travel to the Orange property for inspections, vendor meetings, or other property-management needs.
• Perform other administrative and property-support duties as assigned.

Minimum Qualifications

• Minimum two years previous administrative, property-management, facilities, maintenance-coordination, or vendor-management experience.
• Strong organizational and follow-up skills.
• Strong verbal and written communication skills.
• Professional telephone and email communication.
• Ability to communicate effectively with tenants, vendors, and maintenance personnel.
• Experience scheduling appointments, coordinating vendors, or tracking service requests.
• Comfortable working in Google Workspace.
• Basic spreadsheet and recordkeeping skills.
• Ability to manage multiple priorities in an active commercial-property environment.
• Willingness to assist with occasional onsite and physical tasks.
• Ability to work independently and collaboratively with the Property Manager and maintenance team.
• A valid driver's license, reliable transportation, and acceptable automobile insurance is required.

Physical Requirements

• Ability to walk through commercial-property areas and participate in basic inspections.
• Ability to stand, bend, reach, and perform light onsite support duties.
• Ability to lift and carry boxes or supplies weighing at least 25 pounds.
• Ability to post signs and notices throughout the property.