Privately Owned Real Estate

The Property Management Coordinator is primarily responsible for lease administration,

tenant relations, vendor coordination, assisting with property inspections and

operational support. This position plays a key role in supporting the daily operations of a

commercial real estate portfolio by maintaining accurate digital and physical records,

coordinating tenant and vendor communications, and monitoring lease compliance. In

addition, the Property Management Coordinator supports the President, Senior Property

Manager and Operations Manager.

Essential Functions

 Manage digital and physical document filing systems

 Prepare and maintain lease abstracts and track critical lease dates.

 Monitor and ensure tenant insurance compliance and maintain up-to-date

records.

 Plan and oversee recurring maintenance tasks.

 Serve as the initial point of contact for tenants, vendors and visitors.

 Prepare, proofread and distribute Tenant and Vendor communication as directed.

 Assist with property inspections as directed.

 Code, scan, input and file (digital physical) accounts payable.

 Order and maintain office supplies.

 Maintain confidentiality of company, ownership and tenant information

 Provide executive and administrative support to management.

 Perform other duties as assigned by management.

Education and Experience Requirements

 High School Diploma or equivalent required.

 Associates or College Degree in Business Administration, or Real Estate

preferred.

 Minimum five years of administrative experience required.

 Commercial property management, and lease admin experience preferred.

 Experience using property management software for lease administration, tenant

management, work order tracking, and reporting preferred.

 Typing proficiency 35-50 words per minute or greater preferred.

 Must possess a car and valid California driver’s license and insurance

Physical Requirements

 Ability to operate a computer, keyboard, telephone, and standard office

equipment.

 Ability to lift and carry files, office supplies and materials up to 25 pounds.

 Ability to walk, climb stairs, and stand for prolonged periods of time.

Knowledge, Skills Abilities

 Excellent verbal and written communication skills.

 Strong organizational and time management skills.

 Ability to prioritize multiple assignments and meet deadlines.

 High attention to detail and accuracy.

 Strong customer service skills.

 Ability to work independently with minimal supervision.

 Professional demeanor and discretion when handling confidential information.

 Proficient in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint,

and Teams, for communication, reporting, data management, and document

preparation.

 Proficient in digital and physical document management, electronic filing

systems, and cloud-based collaboration tools.

 Strong data entry skills with the ability to process information efficiently and

accurately.

 Ability to learn and adapt quickly to new software platforms, technologies, and

property management systems.

 Skilled in utilizing internet-based research tools, online scheduling systems, and

electronic communication platforms to support daily property operations.

Work Environment:

This position is primarily performed in a professional office environment. The role

requires periodic travel to company-owned commercial properties for inspections,

tenant meetings, vendor coordination, and other business-related activities. The

successful candidate must be capable of managing multiple priorities and adapting to

changing business needs in a fast-paced environment.