Administrative Coordinator

Job Description

Job Description

Position Summary 

The Administrative Coordinator is responsible for providing high level administrative and operational support for SVP Property Management. This role serves as a primary point of coordination for departmental communications, reporting, scheduling, compliance documentation, and inter-departmental workflow. Will assist and facilitate office operations and accurate documentation for assigned responsibilities. Must be organized, detail‑oriented, comfortable with compliance-driven regulated housing environments, with ability to manage multiple priorities in fast paced setting.

Essential Duties and Responsibilities

The Administrative Coordinator will conduct all business in accordance with company policies and procedures, and state and federal laws (OSHA, ADA and Fair Housing). Essential functions include, but are not limited to the following:

• Provide direct administrative support to the SVP of Property Management, as requested
• May serve as a liaison between the SVP and property management teams, vendors, and internal departments
• Assist with tracking operational metrics, portfolio-wide initiatives, and action items across multiple affordable housing properties
• Answer calls, transfer calls to appropriate person and department; take messages as needed
• Assist to coordinate and track submissions related to property operations
  • Prepare letters, notices, reports, meeting materials, and property management documentation.
  • Support the compilation and organization of compliance-related documentation (e.g., HPD, HDC, NYCHA, HUD, LIHTC, regulatory agreements, audits, and inspections).

• Assist the property management team as needed, to ensure that properties are maintained and operated at a level that meets the company’s objectives and causes tenants to be satisfied and inclined to continue as tenants.
• Assist in tracking deadlines, reporting calendars, and required submissions to regulatory agencies.
• May enter and process vendor invoices and purchase orders
• Respond to tenant inquiries (via in person, phone, email, fax etc…) in a timely manner
• Fully proficient with property management software (RealPage) to complete assigned work, track progress and enter information and pull reports.
• Assist with communications and tracking of work orders.
• Assist with managing, investigating, resolving municipal building, and safety violations (e.g., HPD, DOB, FDNY, ECB, DEP) for properties.
• Other duties as assigned.

Minimum Qualifications 

• High school diploma or general education degree (GED)
• Experience in property management, affordable housing, or administrative support preferred.

• 1-3 years of administrative or coordinator experience, preferably in property management or maintenance environment.

• Exceptional interpersonal, verbal, and written communication skills
• Solid computer skills including Microsoft 365 and good with spreadsheets
• Familiarity with affordable housing and regulatory framework
• Good judgment
• Ability to work independently
• Ability to multi-task and be organized is critical to the success of the position

Physical Demands and Work Environment 

• Prolonged periods sitting at a desk and working on a computer.
• Occasional travel to properties or meetings
• Regular use of computers, phones, and office equipment.