Property Operations Coordinator

Job Summary

Beechwood Property Holdings Management, LLC (“Beechwood”) is seeking a highly organized and proactive Property Operations Coordinator to join our team in Philadelphia. This role is critical in ensuring smooth day-to-day operations across our residential properties, with a focus on resident experience, vendor coordination, and internal team support. The Property Operations Coordinator will work closely with property managers, leasing teams, and the facilities team to streamline communication, oversee resident concerns, and support operational efficiency. We are looking for a team player who thrives in a fast-paced environment, has excellent problem-solving skills, and is passionate about providing high-quality service to residents. Lastly, we’re looking for candidates who are as passionate about Philadelphia’s neighborhoods and community as we are and who share our culture of authenticity.

Responsibilities and Duties

• Phone & Traffic Management – Answer and direct incoming phone calls, responding to traffic inquiries and ensuring proper direction to the relevant team members or departments.
• Resident Coordination & Communication – Serve as the primary point of contact for resident inquiries related to maintenance, policies, and general building operations. Communicate scheduling and updates for maintenance work orders and vendor visits to ensure residents are informed. Follow up with residents on outstanding requests, service satisfaction, and next steps when applicable.
• Leasing Support - Handle inquiries and provide assistance with leasing-related questions. Enter guest cards into the system and schedule or confirm property tours for prospective residents.
• Vendor & Service Coordination – Schedule and oversee third-party vendors for maintenance work, repairs, and building services. Ensure timely and effective communication between vendors, facilities staff, and residents. Track vendor performance, ensuring work meets company standards and is completed as scheduled.
• Property Oversight & Support – Monitor and track building operations, ensuring common areas and amenities are well-maintained. Assist in coordinating access for scheduled services, inspections, and move-in/move-out processes. Support property management in handling escalated resident concerns, ensuring timely and satisfactory resolution. Confirm the progress of unit turnovers by using the turn checklist to ensure readiness for new residents.
• Administrative Management – Maintain accurate records of resident requests, work order and vendor follow up. Assist in drafting communications, notices, and updates for residents. Help maintain inventory of operational and maintenance supplies, facilitating ordering as needed. Schedule required L I inspections as needed. Arrange access for required work and communicate with residents to ensure smooth coordination. Ensure invoices are paid, follow up on the receipt of certificates, and file and update tracking to ensure compliance.
• Team Collaboration - Collaborate with property managers, leasing agents, facilities techs and other team members to address resident and property related issues and provide timely support as needed and improve resident experience.

Qualifications and Skills·

• Experience – 2 years in property management, operations, hospitality, or a similar administrative role. Construction management and facilities knowledge a plus.
• Organizational
• Skills & Problem Solving - Excellent organizational and time management skills to prioritize tasks, manage work orders, and meet deadlines effectively. ·
• Strong Interpersonal Skills and Customer Service - Excellent verbal and written communication skills to effectively interact with a diverse range of individuals, including residents, colleagues and external vendors. Ability to develop strong relationships with residents to enhance satisfaction.
• Flexibility - Ability to handle occasional responsibilities on evenings, weekends, and public holidays, as needed, to address resident concerns or operational needs.
• Technology Proficiency - Use of maintenance documentation software (AppFolio), as well as standard office productivity tools such as Microsoft Office Suite and Gmail.

Job Type: Full-time

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $45,000 - $60,000