Property Operations Coordinator

Position Summary

Gates Hudson is seeking a detail-oriented and highly responsive Property Operations Coordinator to support the day-to-day management of a mixed-use portfolio that includes commercial/retail assets and residential communities . This role serves as a key operational liaison between retail tenants, property management teams, vendors, and internal stakeholders, with primary responsibility for retail maintenance coordination, shared expense administration, reporting, and compliance support .

The ideal candidate is organized, calm under pressure, comfortable with after-hours responsibility, and experienced in property management operations-particularly within a mixed-use or third-party management environment.

Key Responsibilities

Retail Property Operations & Tenant Support

• Serve as the primary point of contact for retail tenants and retail management teams regarding maintenance needs.
• Respond to retail maintenance requests during business hours and coordinate resolution through NetVendor and on-site maintenance teams.
• Provide after-hours availability by phone to respond to emergency retail maintenance calls , including:
• Dispatching emergency maintenance as needed
• Entering service requests in NetVendor for all emergency incidents
• Following up in person the next business day when required
• Communicate proactively with retail tenants and managers regarding the status of maintenance requests until resolution.
• Prepare and submit retail-related incident reports as necessary.
• Coordinate with retail managers on property-wide projects impacting retail tenants and customers, including contractor scheduling and tenant notifications.

Capital Projects & Cross-Asset Coordination

• Partner with the Combined Director of Operations on capital projects (CapEx) impacting both residential and retail components.
• Coordinate contractor scheduling and distribution of notices to retail tenants for applicable projects.
• Attend required CapEx and retail operations meetings, including:
• Weekly CapEx meeting (virtual)
• Monthly retail shared expense meeting (virtual)
• Weekly meetings with retail managers (property-specific schedules)

Financial Administration & Reporting

• Process all shared invoices through the Nexus system.
• Submit shared expense accruals and reclasses to the Property Manager, typically around month-end.
• Prepare and distribute the monthly shared invoice report for clients.
• Maintain accurate tracking and documentation of shared expenses and reporting deliverables.

Residential Administrative & Compliance Support

• Prepare and submit the monthly ADU/WDU report to Fairfax County.
• Maintain the residential renewal tracking report and submit to the Assistant Property Manager (APM) and Property Manager (PM) by the 4th of each month.
• Review, update, and submit the lease trade-out report from Canopy to the APM and PM by the 4th of each month.
• Provide administrative and reporting support to the residential management team as needed.

Qualifications

• Prior experience in property management, real estate operations, or facilities coordination , preferably within a mixed-use or third-party management environment.
• Strong working knowledge of property management systems (e.g., NetVendor, Nexus, Canopy, or similar platforms).
• Ability to manage multiple priorities across commercial and residential assets.
• Excellent communication skills with the ability to interact professionally with tenants, vendors, and internal stakeholders.
• Willingness and ability to provide after-hours on-call support for retail maintenance emergencies.
• Highly organized with strong attention to detail and reporting accuracy.
• Comfortable working independently while coordinating closely with property management leadership.