Assistant Property Coordinator

Summary
The Administrative Property Coordinator provides essential support in day-to-day administrative operations for a commercial property portfolio. Acting as the first line of communication with tenants and vendors, this role ensures the smooth execution of administrative tasks, tenant relations, and basic accounting functions. The coordinator supports the Property and Asset Operations Manager by managing work orders, assisting with financial reconciliations, and maintaining professional relationships with stakeholders. This role requires a high level of confidentiality in handling sensitive tenant, vendor, and financial information.

Responsibilities

Administrative Operations

• Organize and maintain property and tenant records, ensuring up-to-date documentation of leases, vendor contracts, and compliance requirements (insurance, annual inspections, etc.).
• Coordinate vendor and tenant meetings, including scheduling and preparation of necessary materials.
• Assist with data entry and reporting tasks related to budget tracking, expense management, and operational updates.
• Handle sensitive information, including financial data, tenant records, and vendor contracts, with the highest level of confidentiality and professionalism.

Tenant and Vendor Communication

• Serve as the first point of contact for tenant inquiries, concerns, and requests, ensuring timely and professional communication.
• Coordinate with vendors to schedule and follow up on property maintenance and repairs.
• Meet tenants and vendors on-site to address issues, inspect work progress, or facilitate property access as needed.

Work Order Management

• Receive, log, and dispatch tenant work orders, ensuring accurate documentation and timely resolution of maintenance issues.
• Follow up with tenants and vendors to confirm completion and satisfaction with work performed.

On-Site Support

• Meet with tenants and vendors on-site to address concerns, oversee work progress, and ensure adherence to property standards.
• Conduct basic inspections of property maintenance or repairs and report findings to the Property and Asset Operations Manager.

Financial and Accounting Support

• Assist with receiving, entering, and paying bills related to property operations.
• Support monthly account reconciliations, ensuring accuracy in financial records.
• Maintain logs of tenant payments and vendor invoices and provide updates to the Property and Asset Operations Manager.

Mileage & Travel: Standard Mileage reimbursement may be available for any travel required to perform job duties beyond the normal office commute.

Note: This role is expected to support operational needs as they evolve, and while we aim to reduce after-hours involvement, occasional flexibility will be required.

Availability and Flexibility: This role requires flexibility to address urgent tenant or property issues as they arise, which may include occasional after-hours or weekend availability. While we strive to hold vendors accountable for their 24/7 availability, there will be times when being on-site or directly involved in resolving issues is necessary. We are looking for a team player who can, on occasion, step in when critical issues arise outside of regular office hours.

Qualifications

• Proven experience in administrative support, property management, or a related field.
• Proficiency in basic accounting functions, including bill processing, payment entry, and account reconciliation.
• Strong communication skills with the ability to interact professionally with tenants, vendors, and stakeholders.
• Excellent organizational skills and attention to detail, with the ability to manage multiple tasks efficiently.
• Proficiency in Microsoft Office Suite and property management software (experience with Yardi Breeze is a plus).
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to maintaining confidentiality in handling sensitive tenant, vendor, and financial information.

Key Skills

• Strong tenant relations and customer service skills.
• Basic accounting and financial reconciliation knowledge.
• Work order management and vendor coordination expertise.
• Excellent organizational and time management skills.
• Problem-solving ability and adaptability to dynamic property operations.
• High degree of discretion and confidentiality in all tasks.

Estimated Salary Range:
The annual salary for this position is competitive, with an estimated range of $36,000 to $42,000. This range is based on experience, qualifications, and industry standards for similar roles within the Boise, Idaho area. Candidates with more experience may be offered compensation at the higher end of this range.

Competitive Benefits Package:
A comprehensive benefits package that includes health insurance, dental, vision, paid time off, etc.

Job Type: Full-time

Pay: $36,000.00 - $42,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Boise, ID 83702 (Required)

Work Location: In person

Salary : $36,000 - $42,000