Facilities Coordinator

Job Description

Job Description

Job Title: Property Associate

Job Description

The Property Associate is an on-site administrative support role within a property management team, focused on ensuring smooth day-to-day operations across administrative, accounting, and tenant relations activities. This position sits in a corporate office alongside the leasing team, offers significant client-facing exposure, and is ideal for someone eager to absorb the role, excel over the initial 90 days, and grow into a long-term opportunity in commercial real estate.

Responsibilities

• Provide direct administrative support to property management team members, including Managers, to ensure efficient daily operations.
• Track and maintain Certificates of Insurance (COI) for both tenants and contractors, ensuring documentation is current and compliant.
• Organize and maintain accurate filing of all property documents, including leases, legal correspondence, service contracts, reports, and payables.
• Monitor, prioritize, and respond to emails regularly to support internal team members, tenants, and vendors.
• Prepare express mail packages and manage office supplies related to mailing and general office needs.
• Support compliance with management audit requirements by maintaining accurate records and documentation.
• Assist team members with budget preparation for the property, including gathering data and organizing information.
• Manage accounts payable processes by entering invoices into the accounting system, coding them correctly, and obtaining approvals for payment.
• Handle vendor W-9 forms and ensure proper documentation is maintained within the accounting system.
• Print Aged Delinquency reports and prepare and send delinquency letters to tenants as needed.
• Prepare manual adjustment forms for miscellaneous tenant service requests and ensure they are processed accurately.
• Assist with accounts receivable processes as directed, supporting timely collection and accurate record keeping.
• Deliver superior customer service to tenants, clients, contractors, and vendors, acting as a professional and responsive point of contact.
• Review and update the Tenant Handbook as necessary to ensure information is accurate and current.
• Draft and prepare tenant memos and correspondence as directed by the Manager or property management team.
• Coordinate tenant move-ins and move-outs, including acquiring necessary authorizations and documents and communicating requirements clearly.
• Maintain and regularly update tenant, employee, and contractor contact lists to support effective communication and operations.
• Perform other duties as assigned by the Manager to support property management operations and team objectives.
• Work effectively in a fast-paced environment with a high volume of clients and tenants, managing multiple priorities simultaneously.

Essential Skills

• One year of related experience and/or training in administrative support or property management is desired.
• Ability to work effectively in a fast-paced environment with a large volume of clients and tenants.
• Strong multitasking skills and the ability to manage multiple priorities simultaneously.
• Proficient knowledge of Microsoft Word, Excel, and PowerPoint.
• Proficiency with Microsoft Outlook for email and calendar management.
• Experience with accounts payable processes, including invoice processing and coding.
• Experience providing administrative support in an office environment.
• Ability to work flexible hours when necessary, which may exceed standard 8-hour workdays or 40-hour workweeks.
• Strong written and verbal communication skills for professional correspondence with tenants, vendors, and internal stakeholders.
• Attention to detail and strong organizational skills for document management and compliance-related tasks.

Additional Skills & Qualifications

• Associate or Bachelor's degree is preferred; an equivalent combination of education and experience will also be considered.
• Experience in the property management market is considered a plus.
• Entry-level candidates with college education and an internship experience may qualify.
• Willingness to learn new software applications used by clients and the property management team.
• Experience with work orders and calendar management is beneficial.
• Prior exposure to commercial real estate or corporate office environments is advantageous.
• Demonstrated commitment to professional growth and long-term career development in property management.

Work Environment

This is an on-site role based in a corporate office environment, working closely with the leasing team and property management professionals. The schedule is Monday through Friday from 8:00 a.m. to 5:00 p.m., with the expectation of working flexible hours when necessary. The position requires being on-site five days per week, with employee parking available on the premises. The work involves frequent use of Microsoft Outlook, Word, Excel, and PowerPoint, as well as property management and accounting systems for work orders, invoice processing, and accounts payable tasks. Interviews typically include one virtual and one on-site meeting. The environment is fast-paced and client-facing, with a high volume of tenant and vendor interactions. The organization offers a comprehensive and competitive benefits plan, deep investment in cutting-edge technology, and a supportive, caring, and diverse work culture designed for growth and well-being. There is a clear temp-to-perm pathway with strong opportunities for advancement and the chance to contribute to meaningful community and environmental sustainability initiatives.

This is a Contract position based out of Melville, NY.

The pay range for this position is $29.00 - $29.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Melville,NY.

This position is anticipated to close on Sep 5, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.