Human Resources (HR) & Operations Coordinator

Job Description

Job Description

Admiral Communities is hiring an HR & Operations Coordinator to support our growing property management portfolio and corporate office.

This role provides human resources, administrative, operational, project tracking, and audit support across employee-related processes, field operations, and corporate operations. The HR & Operations Coordinator helps ensure employee documentation is accurate, onboarding is completed properly, recruiting coordination runs smoothly, internal records are maintained, operational projects stay on track, and teams receive timely support.

This position plays a critical role in supporting recruiting coordination, onboarding, employee records, HR documentation, PTO and employee status tracking, tenant management, data integrity, document control, vendor compliance, invoice processing, Asana task monitoring, recurring audits, and day-to-day operational execution.

The ideal candidate is organized, detail-oriented, dependable, and comfortable handling confidential information while supporting multiple departments and priorities.

Requirements

Human Resources Support

• Assist with recruiting coordination, including job postings, applicant tracking, interview scheduling, and candidate communication.
• Support onboarding for new employees, including collecting required documents, preparing onboarding materials, and coordinating first-day logistics.
• Maintain employee records, personnel files, offer letters, job descriptions, acknowledgments, and HR-related documentation.
• Assist with background check coordination, employment verification, and compliance tracking.
• Help track PTO, holidays, employee status changes, and other HR-related updates.
• Support internal communications related to company policies, benefits, training, and employee documentation.
• Assist with maintaining company org charts, employee contact lists, and role-specific documentation.
• Help coordinate performance review documentation, disciplinary forms, and employee follow-up items as directed by management.
• Help ensure employee files are complete, organized, confidential, and easy to access when needed.
• Maintain confidentiality of employee, applicant, tenant, and company information at all times.

Administrative & Office Operations

• Answer phone calls and respond to emails from employees, applicants, tenants, vendors, and internal team members.
• Manage incoming and outgoing mail, including sorting, distributing, and daily post office runs.
• Maintain organized electronic and physical filing systems.
• Prepare, organize, and maintain employee files, property records, lease agreements, vendor documents, and other essential documents.
• Provide general administrative support to the corporate office and property management operations team.
• Assist leadership with follow-up, scheduling, documentation, and task coordination as needed.

Project Tracking, Asana Management & Audits

• Monitor Asana daily to ensure HR, operational, recurring, and assigned follow-up tasks are on track.
• Review task status, due dates, overdue items, and incomplete assignments across the operations team.
• Follow up with Community Managers, Regional Managers, vendors, and internal team members to confirm task completion and remove bottlenecks.
• Escalate delayed, incomplete, or high-priority items to management when needed.
• Help maintain clean and accurate Asana projects, task templates, due dates, assignments, and status updates.
• Assist with recurring audits of HR files, employee documentation, operational processes, property records, tenant files, vendor documentation, leasing paperwork, invoice processing, and system data.
• Identify missing information, incomplete documentation, process gaps, and recurring errors.
• Prepare audit summaries, task lists, and follow-up reports for management review.
• Support process improvements by documenting recurring issues and recommending ways to improve consistency, accountability, and execution.

Tenant & Data Management

• Enter and manage tenant and property information in Rent Manager.
• Process rent rolls, tenant move-ins, and move-outs.
• Ensure accurate and timely processing of leases, disclosures, and internal documentation.
• Maintain compliance with Fair Housing standards and state regulations.
• Update and maintain accurate records within the property management system.
• Assist with tenant communication, documentation, and follow-up needs.

Lease & Property Coordination

• Collaborate with Community Managers and Regional Managers to complete home purchase documentation.
• Ensure all leasing and sales paperwork is complete, accurate, and properly filed.
• Coordinate rental applications and assist tenants throughout the leasing process.
• Respond to tenant inquiries and support communication needs.
• Help track missing documents, signatures, applications, approvals, and other required paperwork.
• Support field teams with administrative needs related to resident files, leasing, home sales, and property compliance.

Vendor Coordination & Compliance

• Maintain vendor records, including W-9s, business licenses, insurance, and other required documents.
• Track expirations and follow up on renewals or discrepancies.
• Assist in verifying invoice accuracy and resolving discrepancies with vendors and internal teams.
• Help ensure vendor files are complete, organized, and accessible.
• Communicate with vendors professionally regarding documentation, invoices, and follow-up items.

Invoice & Financial Processing Support

• Process invoices from vendors and contractors, ensuring timely entry and routing.
• Enter invoices into the property management system with accurate coding.
• Ensure invoices are processed in a timely manner.
• Support internal verification processes to maintain financial accuracy.
• Route invoices for review and approval as needed.
• Assist with tracking missing invoices, documentation, or approvals.

Document & System Management

• Maintain accurate and up-to-date employee, tenant, property, vendor, and operational data.
• Ensure all documentation is properly stored and accessible.
• Support overall system organization and data integrity.
• Assist with improving filing systems, workflows, and administrative processes.
• Help ensure company records are accurate, complete, confidential, and easy to retrieve.

Additional Duties

• Perform other duties as assigned, including special projects.
• Provide HR and operational support to improve efficiency across the company.
• Assist with cross-functional projects involving HR, operations, vendor compliance, documentation, auditing, project tracking, and reporting.
• Support leadership with administrative follow-up and task execution as needed.

Success Metrics

• Accuracy and completeness of employee, tenant, property, and vendor data.
• Timeliness and completeness of onboarding paperwork, HR documentation, employee files, and internal follow-up.
• Responsiveness to employees, applicants, internal teams, tenants, and vendors.
• Organization, confidentiality, and accessibility of HR, property, vendor, and operational records.
• Daily visibility into Asana task status, overdue items, and project progress.
• Timely follow-up on incomplete, overdue, or stalled HR and operational tasks.
• Completion and accuracy of assigned audits.
• Identification of missing documentation, process gaps, and recurring errors.
• Vendor compliance and documentation completeness.
• Invoice processing speed and accuracy.
• Consistent follow-through on assigned tasks and special projects.

Qualifications

• College degree preferred, but not required.
• Experience in human resources support, administrative support, office coordination, property management, project coordination, or auditing is a plus.
• Proficiency in Microsoft Office or Google Workspace, including Word/Docs, Excel/Sheets, Outlook/Gmail, and general office systems.
• Experience with property management software, Rent Manager, or similar systems is preferred.
• Experience using Asana, project management software, task tracking systems, or similar tools is preferred.
• Strong communication and interpersonal skills.
• Ability to multitask and prioritize in a fast-paced environment.
• High attention to detail and strong organizational skills.
• Ability to monitor deadlines, follow up on task completion, and escalate stalled items appropriately.
• Strong auditing mindset with the ability to identify missing information, inconsistencies, and process gaps.
• Ability to handle confidential information professionally and discreetly.
• Ability to work independently and collaboratively with minimal supervision.
• Professional, dependable, and team-oriented.

Required

• Valid drivers license.
• Successful completion of a background check.

Working Conditions

• Work is performed in a well-lighted, temperature-controlled indoor environment.
• Role may require occasional errands, including post office runs or document-related tasks.

Physical Requirements

• Ability to sit for extended periods, with intermittent walking.
• Occasional bending or stooping.
• Ability to perform general office tasks, including filing, scanning, mail handling, and document organization.
• Normal hearing and vision, with or without assistance, to perform essential functions.

Benefits

• Competitive salary based on experience.
• Paid time off and holidays.
• 401(k) retirement plan.
• Training and support from an experienced operations team.
• Team-oriented and supportive work environment.
• Opportunity to support a growing property management company.
• Hands-on role with exposure to HR, operations, project tracking, compliance, and property management systems.