Administrative Operations Coordinator - Property Management

Job Description

Job Description

Magee Family of Companies, Inc., an integrated professional services organization serving Greater Hartford since 1972, is seeking a highly organized, dependable and self-directed Administrative Operations Coordinator for our West Hartford corporate office.

This is a part-time, on-site position of approximately 25–30 hours per week, Monday through Friday, with flexible scheduling between 7:00 AM and 6:00 PM.

The position offers meaningful responsibility, considerable independence, schedule flexibility and a comfortable professional work environment.

THE POSITION

The Administrative Operations Coordinator plays an important role in keeping the day-to-day administrative operation of our Property Management division organized, responsive and moving forward.

This is not a receptionist or basic clerical position. We are looking for someone who can manage multiple active matters, communicate professionally, maintain accurate information, follow up consistently and take ownership of seeing responsibilities through to completion.

You will work closely with company leadership, property management and field operations while communicating regularly with residents, property owners, condominium and community association board members, vendors and other professional partners.

A significant part of this position is follow-through. That means knowing what is outstanding, determining the next step, communicating with the appropriate people, maintaining deadlines and reminders, and making sure matters reach resolution rather than simply passing along an email or message.

RESPONSIBILITIES

• Monitor and manage routine Property Management email correspondence and shared inboxes
• Respond professionally to resident and property-owner inquiries by telephone and email
• Receive maintenance and service requests and create, route and track work orders
• Monitor open work orders and other outstanding matters through resolution
• Provide appropriate follow-up and status communication to residents, owners and other parties
• Coordinate vendor appointments, scheduling and property access
• Maintain calendars, deadlines, follow-up items and recurring administrative requirements
• Prepare and distribute correspondence, notices, forms, mailings and document packages
• Maintain accurate property, owner and association records
• Enter, retrieve and maintain information within property-management and company software systems
• Assist with condominium and community association meeting preparation, scheduling and administrative follow-up
• Organize and maintain electronic property files and documentation
• Assist with owner-account administration, collections processing, resale and closing documentation, enforcement administration and related Property Management procedures as trained
• Communicate professionally with residents, property owners, board members, vendors, attorneys and other professional partners as appropriate
• Recognize matters requiring management judgment and escalate them appropriately
• Maintain ownership of assigned matters and follow them through to completion
• Support company leadership with administrative and operational projects as required

WHO WE'RE LOOKING FOR

We are looking for someone who is exceptionally organized, dependable, detail-oriented and comfortable taking responsibility for their work.

The successful candidate should be able to manage numerous active matters and priorities without losing track of what remains outstanding. You should have a natural tendency to follow up, maintain your own systems for tracking work and recognize when something requires additional attention.

You must also be comfortable working independently.

Company leadership, property management and operations personnel are regularly in and out of the office serving clients and properties. As a result, you may work independently in the corporate office for significant portions of the day while remaining connected to the rest of the organization by telephone, email and company systems.

We want someone who views that independence as an advantage and who appreciates having a professional workspace, can concentrate without constant interruption and does not require continuous in-person supervision to remain productive.

Strong communication skills are equally important. You will regularly interact with residents, property owners, board members, vendors and other professionals. Clear writing, a professional telephone presence, sound judgment and the ability to deal appropriately with different personalities are important parts of the position.

QUALIFICATIONS

• Professional administrative, office coordination, property management or comparable business experience
• Exceptional organization and follow-through
• Strong written and verbal communication skills
• Professional and confident telephone communication
• Strong attention to detail and accuracy
• Ability to manage multiple active matters, priorities and deadlines simultaneously
• Ability to work independently and remain productive without continuous supervision
• Sound judgment and the ability to recognize when management involvement is appropriate
• Proficiency with Microsoft Outlook, Word and general office technology
• Ability and willingness to learn multiple business software systems and established procedures
• Property management, condominium/HOA or real-estate administrative experience is preferred but not required
• AppFolio or comparable property-management software experience is preferred but not required

SCHEDULE & WORK ENVIRONMENT

This is an on-site position at Magee's West Hartford corporate office.

The position is approximately 25–30 hours per week, Monday through Friday, with flexible scheduling between 7:00 AM and 6:00 PM.

The regular work schedule will be established within that window to provide appropriate weekday business coverage while offering meaningful scheduling flexibility.

The position includes a dedicated professional workspace in a comfortable, well-maintained corporate office. Because members of leadership and operations regularly work outside the office, the Administrative Operations Coordinator should expect and be comfortable with a significant degree of independence during the workday.

COMPENSATION

$25.00–$28.00 per hour, based on experience.

ABOUT MAGEE

Magee Family of Companies, Inc. is an integrated professional services organization headquartered in West Hartford, Connecticut, serving Greater Hartford since 1972.

Magee brings together four complementary professional service disciplines:

Property Management | Facility Operations | Construction Services | Capital Planning & Advisory

Our integrated structure provides clients with coordinated expertise across the operation, maintenance, improvement and long-term planning of their properties, with clear accountability and professional standards across each discipline.

Professionalism is our operating standard. We are your operating partner.