REAL ESTATE OPERATIONS COORDINATOR

Job Description

Job Description

PROPERTY OPERATIONS COORDINATOR

Chicago, IL | Full-Time | On-Site

Position Overview

Our client is a growing multifamily property owner and operator with a portfolio of approximately 1,800 apartment units across six property portfolios in the Chicago area. The organization is supported by a team of six Property Managers, six Maintenance Technicians and remote administrative support personnel.

The Property Operations Coordinator will serve as a central point of coordination between the property management team, maintenance personnel and remote support staff. This individual will help ensure that maintenance requests, operational tasks, administrative processes and reporting requirements are properly tracked, communicated and completed in a timely manner.

This is a hands-on, detail-oriented role for an organized and resourceful professional who understands property operations, takes ownership of follow-through and can manage multiple priorities without allowing important details to fall through the cracks.

Key Responsibilities

Maintenance Coordination and Tracking

• Monitor and track maintenance requests, work orders, outstanding repairs and follow-up activities across the property portfolios.
• Coordinate communication between Property Managers, Maintenance Technicians and remote administrative support to ensure tasks are assigned, prioritized and completed.
• Maintain accurate records of maintenance activity, outstanding issues, completion status and recurring problems.
• Track maintenance performance statistics, including work orders completed, response times, outstanding requests and other key performance indicators.
• Escalate overdue work, unresolved issues and competing priorities to the appropriate team members.

Administrative and Operational Support

• Serve as the central coordination point between the Chicago-based property operations team and remote Virtual Assistants.
• Establish and maintain reliable systems for tracking assignments, deadlines, follow-ups and outstanding items.
• Ensure that information is accurately recorded in the appropriate property management systems, spreadsheets and reporting tools.
• Follow up with team members to obtain missing information, confirm task completion and maintain accountability.
• Assist with the preparation of regular operational reports and performance summaries.

Process Management and Communication

• Help establish consistent administrative procedures and workflows across the property portfolios.
• Identify gaps in communication, documentation and follow-through, and recommend practical improvements.
• Maintain clear communication among team members and ensure that responsibilities and deadlines are understood.
• Support the efficient day-to-day operation of the property management and maintenance functions.

Candidate Qualifications

• Experience in property management, construction, real estate development, facilities management or a related operational environment.
• Strong administrative, organizational and follow-through skills, with exceptional attention to detail.
• An understanding of building maintenance, repair processes, work orders and the coordination of service activities.
• Demonstrated ability to track multiple assignments, deadlines and outstanding issues simultaneously.
• Strong communication and interpersonal skills, including the confidence to follow up with colleagues and hold people accountable for completing assigned tasks.
• Proficiency with Microsoft Excel, Outlook and other common business software; experience with property management or work-order systems is an advantage.
• A practical, proactive approach to problem-solving and process improvement.
• The ability to work independently, exercise sound judgment and recognize when an issue requires escalation.

Personal Attributes

The successful candidate will be highly organized, persistent and dependable. They will take ownership of details, anticipate problems before they arise and consistently follow tasks through to completion. They will be comfortable working with both field-based personnel and remote administrative support, and will bring structure, clarity and accountability to a busy property operations environment.

Compensation

Anticipated base salary: $50,000–$60,000 per year, depending on experience.