Property Operations Coordinator

Job Description

Job Description

Property Operations Coordinator

Location Requirement: Applicants must live within 20 miles of our office located at 7 County Road 39, Southampton, NY 11968. Due to the nature of this position, candidates living outside this radius will not be considered.

Nest Keepers – Property Care & Management

Full-Time | Southampton, NY

Nest Keepers is a growing property care and management company specializing in the oversight of luxury homes and estates throughout the Hamptons.

We are seeking a highly organized, motivated, and proactive Property Operations Coordinator to help manage daily operations, coordinate vendors and services, communicate with homeowners, and support the continued growth of our company.

This role serves as a central communication hub between homeowners, vendors, and our internal team, ensuring properties are maintained to the highest standards and all services are completed efficiently.

This position is ideal for someone who enjoys organization, communication, problem-solving, and helping a business run smoothly.

Key Responsibilities

Client Communication

• Serve as a primary point of contact for homeowners
• Communicate professionally via phone, email, and text
• Coordinate maintenance requests, projects, and service schedules
• Provide updates following inspections, repairs, and property visits
• Build strong relationships through exceptional customer service
  

Scheduling & Operations

• Manage service schedules for multiple homes and estates
• Coordinate weekly inspections and maintenance visits
• Schedule preventative maintenance and recurring property services
• Track and manage work orders from start to completion
• Ensure tasks are completed on time and to company standards
  

Vendor Coordination

• Coordinate with landscapers, pool companies, housekeepers, HVAC contractors, plumbers, electricians, painters, and other vendors
• Schedule seasonal services and special projects
• Obtain estimates and coordinate service appointments
• Maintain organized vendor records and service history
  

Administrative & Record Management

• Maintain detailed property records and maintenance histories
• Organize inspection reports, warranties, manuals, and service documentation
• Assist with tracking invoices, expenses, and vendor billing
• Maintain internal systems used for scheduling, inspections, and communication
  

Marketing & Company Support

• Assist with social media scheduling and content coordination
• Support client communications and company marketing initiatives
• Help improve internal systems and operational processes
• Provide general administrative support as needed
  

Qualifications

• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Professional and customer-service oriented
• Detail-oriented with strong follow-through
• Ability to manage multiple projects, vendors, and deadlines simultaneously
• Comfortable learning and using technology, software platforms, and office systems
• Proficient with email, spreadsheets, and general office software
• Experience in property management, hospitality, administration, construction, customer service, or related fields is a plus, but not required
  

Ideal Candidate

We are looking for someone who:

• Enjoys creating organization and structure
• Takes initiative and solves problems proactively
• Communicates professionally and confidently
• Thrives in a fast-paced environment
• Is dependable, positive, and team-oriented
• Wants to grow with a company long-term
• Takes pride in delivering exceptional service
  

Compensation & Benefits

• Competitive compensation based on experience
• Paid time off
• Opportunities for professional growth and advancement
• Supportive and collaborative team environment
• Full-time, year-round employment
  

Schedule

• Monday through Friday
• Full-time position
• Occasional flexibility may be required for client needs, emergencies, or special projects
  

Year-round work, great team, growth opportunities, and a culture of initiative.

Company Description

Year-round work, great team, growth opportunities, and a culture of initiative.