Office Coordinator

ABOUT THE ROLE

Capital Property Solutions is looking for an organized, detail-oriented Office Coordinator to join our Resident Services team. In this role, you'll manage all incoming and outgoing mail operations on behalf of the homeowners associations (HOAs) we serve, while also keeping our office running smoothly — from mailroom and kitchen upkeep to supply ordering and front-office support.

WHAT YOU'LL DO

• Print and prepare outgoing letters and mail for homeowners associations
• Process outgoing mail for timely delivery, including sorting, stuffing, sealing, and applying postage as needed
• Ensure accuracy of addresses and documents prior to mailing
• Retrieve mail from the offsite P.O. Box (Worthington), sort, and scan incoming physical mail
• Process and route scanned/physical mail to the appropriate association, department, or staff member
• Maintain accurate records of incoming mail as required
• Support special mail projects requested by homeowners associations (e.g., bulk mailings, notices, assessments, ballots)
• Meet project deadlines and follow specific instructions provided by each association
• Keep the mailroom clean, organized, and stocked with necessary supplies
• Maintain equipment (printers, scanners, postage machines, etc.) and report issues as needed
• Order and maintain inventory of mailroom, general office, and kitchen supplies
• Monitor stock levels and place orders in a timely manner to avoid shortages
• Code and route mailroom, office, and kitchen supply invoices to Accounting for payment
• Maintain general cleanliness and organization of the kitchen/breakroom area, keeping drinks and snacks stocked and presentable
• Answer the office door and greet visitors in a professional, courteous manner, directing them to the appropriate staff member
• Answer and route incoming phone calls to the appropriate staff member or department
• Respond to Resident Services requests received via email, including key/FOB requests, amenity reservations, and linking requests to homeowner accounts
• Enter and maintain resident and vendor information in the property management software (e.g., Yardi, AppFolio, or similar)
• Provide general administrative support and assist other departments during periods of high volume

WHAT WE'RE LOOKING FOR

• High school diploma or equivalent required
• Prior mailroom, clerical, or administrative experience preferred
• Strong attention to detail and accuracy
• Ability to operate office equipment (printers, scanners, postage machines, copiers)
• Basic computer proficiency (email, data entry, document scanning software)
• Familiarity with property management software (e.g., Yardi, AppFolio, or similar) preferred
• Excellent written and verbal communication skills
• Strong organizational and time-management skills
• Ability to multi-task and prioritize across competing requests
• Ability to lift and carry mail bins/boxes (up to 25 lbs)
• Professional, friendly demeanor for visitor and front-desk interactions
• Ability to handle confidential information with discretion

COMPENSATION AND BENEFITS

We know that great work happens when people feel genuinely taken care of. Beyond a paycheck, CPS strives to create a sense of family in the workplace so every team member feels their worth in the company, and we back that up with a comprehensive benefits package and employee recognition programs that give incentives back to the team throughout the year. Here's what you can expect as a member of our team:

• Competitive base salary
• 100% paid medical insurance
• Dental/Life insurance benefits available
• 401(k)
• HSA
• 11 Paid Holidays
• Vacation, sick, and wellness time
• Computer provided
• Career advancement opportunities

WHY JOIN CAPITAL PROPERTY SOLUTIONS

Our core values center on Professional, Personal, and Social growth and improvement, and we actively support our team members in reaching those goals in both their careers and their personal lives. We look for people who bring communication, positivity, ownership, a results-driven mindset, and resourcefulness to their work, and in turn we're committed to helping our team members grow within the company and achieve their long-term career goals.

Capital Property Solutions is an equal opportunity employer committed to building a team that reflects the diverse communities we serve. We welcome applicants from all backgrounds and provide reasonable accommodation for qualified individuals with disabilities.