Property Operations Coordinator

Job Description

Job Description

Property Operations Coordinator

The Company: Pathways Vermont provides community-based mental health services and collaborative learning that centers people as the experts of their own lives. We strengthen our communities and the system of care by elevating the voices of lived experience.

Pathways Vermont is committed to a diverse workplace that reflects the communities we serve and is particularly interested in receiving applications from a broad spectrum of people interested in providing supportive social services to Vermonters including people with military experience, individuals with disabilities, and people of color.

The Role: This is a hands-on administrative and coordination role for someone who enjoys staying organized, solving problems, and bringing people and details together. Working closely with the Director of Property Development, the Coordinator supports Pathways' properties across the organization—from coordinating vendors and responding to day-to-day needs to keeping projects, records, and property operations on track. This is a property administrative role, not a building maintenance position, and an opportunity to help ensure our programs have safe, functional spaces that support the important work they do every day.

Available Positions: 1 Location: Hybrid Remote (Within 30-45 miles of Burlington VT) Schedule: Part-Time (18-29 hours weekly with flexible scheduling)

Application Requirements: A Cover Letter and Resume are required with your application.

Essential Functions Communication & Relationship Management: Serve as a primary point of contact for Pathways staff, landlords, vendors, contractors, and other property partners. Provide clear, timely communication and respond to questions, concerns, complaints, and problems.

Property Administration & Organization: Maintain accurate and organized property, asset, lease, contract, inspection, license, permit, and maintenance records, along with calendars and tracking systems. Coordinate property-related requests, schedules, and activities, tracking them through completion and ensuring information and follow-up are timely and accessible.

Vendor & Service Coordination: Schedule and coordinate vendors and service providers, arrange site access, and be on-site to meet vendors and contractors for planned work. Monitor services through completion and address issues as needed.

Lease & Property Administration: Work with the Director of Property Development to coordinate leases, new spaces, and property transitions, and assist with the administrative details of moves and transitions.

Compliance & Documentation: Maintain required property licenses, permits, inspection records, and compliance documentation. Monitor deadlines and coordinate follow-up on deficiencies, violations, and remediation.

Fleet Administration: Coordinate the agency's staff vehicle fleet, including maintenance and repair scheduling, mileage tracking, parking permits, lease records, and vehicle turnover.

Property Inspections & Site Visits: Conduct routine property walks and inspections as needed, document conditions, and coordinate appropriate follow-up.

Emergency Coordination: Respond to occasional after-hours property emergencies and coordinate with appropriate staff, landlords, vendors, or emergency service providers, including being on-site when necessary.

Additional Responsibilities: Perform other administrative, property, facilities, or operational duties as assigned.

Qualifications Previous administrative or office experience is helpful. Experience in areas such as office administration, program support, customer service, healthcare, legal, education, nonprofit, scheduling, or operations may provide relevant experience.

Property management or real estate experience is a plus, but is not required.

Strong organizational and problem-solving skills, with the ability to keep track of details, follow through, and get things done.

Good communication and interpersonal skills, with the ability to work comfortably with Pathways staff, landlords, vendors, contractors, and other partners.

Comfort working independently, staying organized, and asking questions when needed.

Strong time-management skills, with the ability to manage several tasks and priorities while keeping track of deadlines and details.

Comfort using Google Workspace and willingness to learn Pathways' systems and processes.

A professional and practical approach to occasional challenging or unexpected situations.

Valid driver's license and dependable transportation, along with a willingness to occasionally travel to Pathways offices on a scheduled basis, seasonal basis

Regular on-site presence at Pathways' place-based program locations in Chittenden County is expected.

Working Conditions/Physical Demands: Ability to ascend and descend stairs often required

Frequent stooping, kneeling, crouching, reaching, pushing, pulling, standing and lifting

Often meeting with persons in the community and/or visiting different businesses

Rarely running or moving at very swift speed to avoid emergency situation

Regular operation of a computer and other office machinery including frequent typing

Frequent talking and listening in participation of exchanging ideas through spoken word

Occasionally lifting and carrying up to 50 pounds

Frequent exposure to outside environmental conditions (all seasons)

Occasional exposure to high levels of noise

Compensation: $24-$26 /hour starting depending on experience and qualifications

Benefits: