Property Development Coordinator

Administrative support role within a well-established construction and plumbing property management team with over 40 years of experience. The role involves providing direct administrative support to managers and handling various administrative tasks related to construction and property management operations.

The Property Development Coordinator role is hybrid. Local market requirements may vary.

WHAT YOU'LL BE DOING

Administrative

Providing direct administrative support to the management.

• Responsible for managing incoming calls, directing them to the appropriate departments, and providing excellent customer service as the first point of contact for our clients
• Tracking and maintaining Certificates of Insurance (COI) for subcontractors, tenants, and contractors.
• Ensuring proper filing of all property documents, including leases, legal correspondence, service contracts, maintenance requests, reports, and payables.
• Regularly checking and responding to emails.
• Prepared express mail packages and managed office supplies for mailing needs.
• Ensuring compliance with management audit requirements.
• Assisting team members with budget preparation for the property.
  
  

Accounting

• Managing accounts payables by entering invoices into the accounting system, coding them, and obtaining payment approvals.

• Handling W-9 forms from vendors.
• Printing Aged Delinquency reports and sending delinquency letters to tenants.
• Preparing manual adjustment forms for miscellaneous tenant service requests.
• Assisting with accounts receivable processes.
  
  

Customer and Tenant Relations

• Providing superior customer service to homeowners, tenants, clients, contractors, and vendors.

• Review and understand the Construction Warranty Handbook as necessary.
• Preparing tenant memos and correspondence as directed.
• Track lease renewals and follow up monthly.

• Coordinating tenant move-ins and move-outs, acquiring necessary authorizations and documents.
• Maintaining and updating tenant, employee, and contractor contact lists regularly.
  
  

Construction and Plumbing

• Assist in contacting municipal entities to arrange for various job inspections and working directly with the Office Manager to track completion.
• Direct assistant to Office Manager
• Assist in scheduling plumbing department service work and tracking billing for the Office Manager.
• Performing any other duties as assigned by the Office Manager.

The ideal candidate for this position should be able to work in a fast-paced environment with many clients and tenants. Strong multitasking skills are essential for success in this role.

Requirements

Prefer an equivalent combination of education and experience. One year of related experience and administrative support or property management training is advantageous. Experience in the Property Management market is considered a bonus.

In addition to the educational and experience requirements, the candidate should also have the following skills and abilities:

• Proficient knowledge of Office 365 and Teams, Microsoft Word, Excel, and PowerPoint.
• Knowledge of QuickBooks

• Willingness to learn new software applications for Clients.

Ability to work flexible hours when necessary