Property Management Coordinator

Job Description

Job DescriptionDescription:

Position Summary

The Property Management Coordinator supports the property management team by providing centralized coordination, reporting and administrative support across the portfolio. This position is intended to improve consistency across properties by maintaining standardized reports, trackers, documentation and operational processes and by ensuring key deadlines, action items and follow-up activities are completed.

The Property Management Coordinator works closely with Regional Managers, Community Managers, maintenance leadership and corporate departments to support day-to-day property operations and provide greater visibility into property performance, staffing, compliance and ongoing initiatives.

Essential Duties and Responsibilities

Reporting & Operational Analytics

• Prepare and maintain standardized weekly and monthly operational reports for use across the portfolio
• Compile and track key property performance metrics, including occupancy, leasing, delinquency, collections, maintenance and other operational KPIs
• Maintain dashboards and reporting tools to provide consistent visibility into property performance
• Identify missing information, exceptions and trends requiring follow-up or Regional Manager attention
• Assist with gathering and organizing information for ownership, executive and other management reporting
• Analyze operating data, including utility and other expense information, to identify trends, inconsistencies or areas requiring additional review

Property Operations Coordination

• Maintain standardized operational checklists, trackers, forms and other resources used across properties
• Track and follow up on action items resulting from property visits, operational reviews and management meetings
• Compile property inspection results and monitor completion of identified follow-up items
• Monitor resident satisfaction information and other operational indicators
• Assist with coordinating the implementation of company initiatives across properties
• Maintain current property information and other centralized operational resources
• Support Regional Managers with scheduling, meeting preparation, documentation and follow-up

Compliance & Risk Coordination

• Maintain centralized compliance and audit trackers and monitor applicable deadlines
• Maintain current regulatory, licensing and other required property documentation
• Track completion of required property inspections and related follow-up
• Assist with lease file and resident documentation audits for operational and compliance accuracy
• Coordinate follow-up with property teams regarding outstanding documentation or compliance items

Capital Projects & Vendor Coordination

• Maintain capital project trackers, timelines and status information
• Assist with bid and proposal collection and coordination
• Track project milestones and follow up with vendors, contractors and property teams regarding outstanding items
• Prepare project status information for management review
• Coordinate vendor onboarding documentation, including W-9s, insurance certificates and contract-related requirements
• Track certificates of insurance and other vendor compliance documentation
• Support contract and vendor documentation through applicable company systems and processes

Staffing & Training Coordination

• Maintain a current portfolio-level staffing overview, including filled and open property positions
• Coordinate and track completion of property- and position-specific operational onboarding and training requirements for new employees
• Maintain and monitor required property, maintenance and operational certifications, including applicable renewal and expiration dates
• Maintain current property staffing lists and organizational charts

Acquisitions, Development & Special Projects

• Support due diligence, acquisitions and property transitions through checklist management, document collection and timeline tracking
• Coordinate and track outstanding items related to property takeovers and other operational transitions
• Participate in construction, development and other project meetings as needed and track resulting action items
• Assist with special projects and company-wide operational initiatives as assigned

Cross-Functional Coordination

• Serve as a central point of coordination between Regional Managers, Community Managers, maintenance leadership and applicable corporate departments
• Facilitate the timely exchange of information and documentation between property and corporate teams
• Track commitments, deadlines and action items and follow up with responsible parties
• Help maintain consistency in reporting, documentation and operational processes across properties

Requirements:

Qualifications

• Bachelor's degree in business administration, property management or a related field preferred, or an equivalent combination of education and relevant experience
• Prior experience in multifamily property management, property operations, administrative coordination or a related environment preferred
• Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines
• Strong proficiency with Microsoft Office, including Excel, Word and Outlook; experience with SharePoint preferred
• Ability to compile, organize and analyze operational information and prepare clear, consistent reports
• Strong written and verbal communication skills
• Strong attention to detail and follow-through
• Ability to work effectively with employees at multiple levels of the organization
• Ability to handle business and employee-related information with appropriate discretion and confidentiality
• Ability to work independently while coordinating effectively across multiple departments and properties

Physical Requirements & Work Environment

The physical requirements described below are representative of those that must be met to successfully perform the essential functions of this position.

• Ability to remain in a stationary position and work at a computer for extended periods
• Ability to communicate effectively in person, by telephone and through electronic communication
• Ability to operate standard office equipment and access electronic and paper records
• Ability to move throughout office and property environments as needed
• Ability to travel to properties, meetings or other business locations as required

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Additional Responsibilities

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the position. Responsibilities and assignments may change based on business and operational needs.