Position Overview
The Coordinator will serve as our primary in-office presence, providing organized daily support to property managers, the maintenance department, remote staff, the finance and the field support team. This role is responsible for helping maintain a professional, well-functioning office environment through consistent routines, dependable follow-through, and a service-first approach.
This position requires both in-office support and work outside of the office. In addition to daily office responsibilities, the Coordinator may be required to commute to various locations to perform property inspections, assist with field-related tasks, or complete other operational assignments as needed.
For the right candidate, this role offers a meaningful opportunity to grow into broader responsibilities across operations while gaining hands-on experience in both property management and administrative functions.
Schedule & Office Hours
A fixed morning block ensures vendors, clients, and colleagues always know when someone is available in-office. These hours will be posted on the front door.
Time Focus
8:00 AM – 10:00 AM Front desk staffed; morning tasks and communications completed
10:00 AM – 12:00 PM Maintenance block — review and schedule open work orders, close completed ones, and follow up on tagged items for next steps, etc.
12:00 PM – End of Day Field support — complete property visits, notice postings, inspections, scheduled vendor or tenant appointments, and other operational tasks outside of the office.
Primary Responsibilities
Administrative Operations and Appearance (daily)
- Maintain a clean, organized, and professional office environment throughout the day
- Post and maintain core office hours on the front door
- Monitor printers, phones, scanners, and shared systems; coordinate service requests as needed
- Restock supplies and coordinate cleaning efforts; report facilities issues promptly
- Provide support to property managers & remote teams: drafting emails, scheduling, vendor coordination, and tenant communications
- Track outstanding tasks and help ensure delegated work is moving forward
Maintenance Block — 10:00 AM to 12:00 PM
- Draft vendor communications and follow up on open or unanswered emails
- Log work order status updates into AppFolio/Aptly; send tenant updates on active or delayed orders
- Proactively flag stalled or at-risk items to the maintenance lead — without waiting to be prompted
- Assist with closing out completed work orders
- Review all sources where maintenance request may be coming from to address accordingly
Field Support (afternoon, as directed)
- Post notices, complete inspections, and facilitate property access
- Confirm scheduling, follow up with vendors, and log updates during field time
- Complete in person tasks based on administrative needs (tasks will vary)
Mail, Documents & Financials
- Process, sort, and distribute incoming mail daily
- Scan and route documents to the appropriate team members and systems (AppFolio, shared drives, NAS)
- Prepare documents for signature; ensure signed documents are scanned and properly stored
- Receive incoming checks and coordinate deposit procedures with the finance team
Key & Lockbox Management
- Maintain and reconcile the office key inventory against company records
- Confirm keys are labeled, documented, and correctly stored
- Monitor lockbox usage; ensure lockboxes are never left unsecured or improperly placed
Qualifications
- Strong initiative and organizational skills with excellent attention to detail
- Reliable, punctual, and professional in both verbal and written communication
- Comfortable managing multiple tasks, shifting priorities, and time-sensitive requests
- Proficient with technology and comfortable learning new software systems
- Experience with AppFolio, Aptly, or similar property management software is a plus; training will be provided for strong candidates
- Prior experience in property management, office administration, operations, or field support preferred
- Ability to work independently and follow through without repeated prompting
- Comfortable working in both office and field settings, including commuting to properties or other locations as needed
- Must be comfortable being on foot for extended periods during field support responsibilities
- Ability to occasionally lift up to 20 lbs. for packages, office supplies, or related materials
Ideal Candidate
You are someone who notices details before they become problems. You take ownership of your work, follow through consistently, and communicate clearly with team members, residents, vendors, and visitors. You stay calm under pressure, remain professional in a busy environment, and are comfortable balancing structured daily routines with changing priorities.
You are comfortable interacting with multiple people throughout the day by phone, email, and in person. You enjoy creating order, improving processes, and supporting systems that help the office and field operations run more smoothly.
Growth Opportunity
This position has the potential to evolve based on performance. As the coordinator builds familiarity with company systems, workflows, and team needs, there is genuine opportunity to expand into broader operations and administrative functions.
Pay: $25.00 - $30.00 per hour
Work Location: In person
