Property Operations CoordinatorPosition Summary
The Property Operations Coordinator plays a vital role in ensuring the efficient operation and maintenance of managed properties. This position serves as the central point of coordination between tenants, vendors, maintenance personnel, and management, helping to ensure that maintenance requests, property turnovers, inspections, and operational projects are completed accurately, efficiently, and professionally.
The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple priorities in a fast-paced environment while maintaining excellent communication with all stakeholders.
Schedule: Full-Time, Monday through Friday, 8:30 a.m. – 5:30 p.m. (1-hour lunch break).
On-Call Requirement: This position participates in a rotating after-hours emergency on-call schedule, typically one week every five to six weeks.
Essential Duties and ResponsibilitiesMaintenance Coordination
- Receive, process, and prioritize maintenance requests from tenants and property owners.
- Create, assign, and monitor work orders to ensure timely completion.
- Coordinate and communicate with vendors, contractors, and maintenance personnel.
- Follow up on completed work to verify quality, accuracy, and tenant satisfaction.
- Obtain bids for repairs, maintenance projects, and capital improvements as needed.
- Track maintenance progress and ensure all work is completed within established timelines.
Property Operations
- Coordinate tenant move-ins and move-outs.
- Assist with property turnovers, including scheduling cleaning, repairs, inspections, and vendor services.
- Coordinate seasonal property maintenance and annual project schedules.
- Monitor property readiness and assist in maintaining company standards for property condition and appearance.
- Support operational projects and initiatives as assigned.
Communication and Customer Service
- Serve as a primary point of contact for tenants regarding maintenance concerns.
- Communicate professionally with property owners, tenants, vendors, and team members.
- Provide timely updates regarding work order status, project schedules, and property needs.
- Foster positive relationships through responsive and professional customer service.
Vendor Management
- Schedule and coordinate vendor access to properties.
- Maintain relationships with approved vendors and contractors.
- Track vendor performance, responsiveness, and completion of assigned work.
- Ensure required vendor documentation, licensing, and insurance information remain current.
After-Hours Emergency Response
- Participate in the company's rotating after-hours emergency on-call schedule, typically one week every five to six weeks.
- Monitor and respond to emergency maintenance calls received outside normal business hours.
- Evaluate emergency situations and determine the appropriate course of action.
- Coordinate vendors, maintenance personnel, tenants, and property owners as needed to address emergency situations.
- Document emergency calls, actions taken, and follow-up requirements.
- Exercise sound judgment in distinguishing true emergencies from non-emergency maintenance requests and educate callers when appropriate.
- Carry and use a company-provided cell phone and remain accessible during scheduled on-call periods.
Documentation and Reporting
- Maintain accurate records of maintenance requests, completed repairs, inspections, vendor communications, and project costs.
- Ensure all work orders and related documentation are properly completed and filed.
- Assist in tracking maintenance budgets and repair expenditures.
- Prepare reports and documentation as requested by management.
Administrative Support
- Maintain organized digital and physical files.
- Assist with scheduling and calendar management related to maintenance operations.
- Support office operations and special projects as assigned.
- Perform additional duties necessary to support the efficient operation of the company.
QualificationsRequired Qualifications
- Valid Washington State driver's license with a satisfactory driving record.
- Reliable personal vehicle available for business use during work hours.
- Current automobile insurance meeting Washington State minimum requirements.
- Ability to travel between managed properties, vendor locations, and company offices as needed.
- Ability to safely navigate residential and commercial properties, including stairs, uneven surfaces, and outdoor areas in varying weather conditions.
- Ability to carry and use a company-provided cell phone.
- Ability to pass a background screening and meet company employment requirements.
Required Skills
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Exceptional verbal and written communication skills.
- Ability to prioritize and manage multiple projects simultaneously.
- Strong customer service and interpersonal skills.
- Ability to work independently while collaborating effectively with a team.
- Effective problem-solving and decision-making abilities.
- Proficiency with standard office software and property management technology.
Preferred Qualifications
- Experience in property management, maintenance coordination, construction administration, or related fields.
- Knowledge of residential property maintenance practices.
- Experience coordinating vendors and contractors.
- Familiarity with property management software.
Success Factors
A successful Property Operations Coordinator consistently demonstrates:
- Professionalism and reliability.
- Strong follow-through and accountability.
- Excellent customer service.
- Effective communication.
- Sound judgment and problem-solving skills.
- The ability to remain organized and productive in a fast-paced environment.
- The ability to manage multiple priorities while maintaining attention to detail.
- A commitment to supporting the company's mission of providing exceptional service to property owners and residents.
Why Join Helene's Property Place?
At Helene's Property Place, we are committed to providing exceptional service to our clients and residents while maintaining a supportive, team-oriented work environment. Our team values professionalism, accountability, communication, and a commitment to excellence.
This position offers the opportunity to play a key role in daily operations, build strong relationships with property owners, tenants, and vendors, and make a meaningful impact on the success of our properties and the satisfaction of our residents. If you enjoy problem-solving, working with people, and making a difference every day, we encourage you to apply.
Pay: $20.00 - $25.00 per hour
Benefits:
Work Location: In person
