Job Overview
Compensation
Salary
Range $65,000.00 - $70,000.00
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional development opportunities
Flexible work schedule
Employee assistance program
Job Description
MalaceHR is a prominent national facilities management and workforce solutions company dedicated to providing comprehensive facility services across a broad spectrum of industries including commercial, industrial, healthcare, education, manufacturing, and corporate sectors. With a commitment to delivering exceptional customer service, MalaceHR prioritizes safety, efficiency, and high performance in facility operations to meet and exceed client expectations. The company’s expertise spans a wide array of facility needs, ensuring that every property it manages operates smoothly and effectively, contributing to a productive and well-maintained environment for clients and their tenants.
MalaceHR is currently seeking a highly organized and proactive Property Management Coordinator to join their dynamic team. This unique role blends the responsibilities typically associated with both an Executive Assistant and an Assistant Property Manager, making it suitable for candidates who thrive in fast-paced environments and excel at multitasking. The Property Management Coordinator will play a crucial role in supporting the leadership team and ensuring seamless property management operations across multiple commercial properties.
In this position, the individual will be responsible for a diverse range of duties including managing executive schedules, coordinating tenant communications, overseeing vendor relationships, tracking maintenance activities, supporting financial processes like budgeting and invoice management, and contributing to the overall administrative functions of the property management team. The role demands exceptional organizational skills and the capacity to prioritize many responsibilities concurrently while maintaining utmost professionalism and confidentiality.
The Property Management Coordinator acts as an essential link between tenants, vendors, facility managers, and executive leadership. The role requires strong interpersonal communication skills to manage tenant inquiries and coordinate with maintenance teams and vendors to ensure timely resolution of service requests and facility needs. Monitoring and maintaining accurate records, including lease agreements, vendor contracts, insurance certificates, and compliance documentation, will also be key aspects of the role.
From an administrative standpoint, this position involves preparing reports, managing purchase orders, tracking expenses, and assisting with budgeting and financial reporting to ensure projects and facility operations stay within financial parameters. The coordinator will also provide essential support for company initiatives and special projects, maintaining confidential documents and representing the leadership in professional communications.
Candidates should be versed in Microsoft Office Suite and familiar with calendar management and scheduling software, with preference given to those with experience in property management software or Computerized Maintenance Management Systems (CMMS). A background that includes at least three years of relevant experience in executive administration, property management, or related fields is ideal, along with strong customer service orientation and the ability to handle multiple priorities in a dynamic business environment.
This role offers an exciting opportunity for a detail-oriented professional to contribute to the success of a nationally recognized facilities management company and to grow within a supportive and fast-paced work environment. The Property Management Coordinator will be instrumental in maintaining operational excellence and client satisfaction, ensuring that MalaceHR continues to uphold its reputation for high-quality facility management services.
MalaceHR is currently seeking a highly organized and proactive Property Management Coordinator to join their dynamic team. This unique role blends the responsibilities typically associated with both an Executive Assistant and an Assistant Property Manager, making it suitable for candidates who thrive in fast-paced environments and excel at multitasking. The Property Management Coordinator will play a crucial role in supporting the leadership team and ensuring seamless property management operations across multiple commercial properties.
In this position, the individual will be responsible for a diverse range of duties including managing executive schedules, coordinating tenant communications, overseeing vendor relationships, tracking maintenance activities, supporting financial processes like budgeting and invoice management, and contributing to the overall administrative functions of the property management team. The role demands exceptional organizational skills and the capacity to prioritize many responsibilities concurrently while maintaining utmost professionalism and confidentiality.
The Property Management Coordinator acts as an essential link between tenants, vendors, facility managers, and executive leadership. The role requires strong interpersonal communication skills to manage tenant inquiries and coordinate with maintenance teams and vendors to ensure timely resolution of service requests and facility needs. Monitoring and maintaining accurate records, including lease agreements, vendor contracts, insurance certificates, and compliance documentation, will also be key aspects of the role.
From an administrative standpoint, this position involves preparing reports, managing purchase orders, tracking expenses, and assisting with budgeting and financial reporting to ensure projects and facility operations stay within financial parameters. The coordinator will also provide essential support for company initiatives and special projects, maintaining confidential documents and representing the leadership in professional communications.
Candidates should be versed in Microsoft Office Suite and familiar with calendar management and scheduling software, with preference given to those with experience in property management software or Computerized Maintenance Management Systems (CMMS). A background that includes at least three years of relevant experience in executive administration, property management, or related fields is ideal, along with strong customer service orientation and the ability to handle multiple priorities in a dynamic business environment.
This role offers an exciting opportunity for a detail-oriented professional to contribute to the success of a nationally recognized facilities management company and to grow within a supportive and fast-paced work environment. The Property Management Coordinator will be instrumental in maintaining operational excellence and client satisfaction, ensuring that MalaceHR continues to uphold its reputation for high-quality facility management services.
Job Requirements
- Bachelor's degree preferred or equivalent professional experience
- 3+ years of experience in executive administration, property management, facilities management, or commercial real estate
- experience supporting multiple priorities in a fast-paced business environment
- strong administrative and organizational skills
- excellent written and verbal communication abilities
- ability to maintain confidentiality and exercise sound judgment
- strong customer service orientation
Job Qualifications
- Bachelor's degree preferred or equivalent professional experience
- 3+ years of experience in executive administration, property management, facilities management, or commercial real estate
- experience supporting multiple priorities in a fast-paced business environment
- strong administrative and organizational skills
- excellent written and verbal communication abilities
- ability to maintain confidentiality and exercise sound judgment
- strong customer service orientation
- experience in commercial property management or facilities management
- knowledge of work order management systems (CMMS)
- familiarity with lease administration and vendor management
- experience supporting executive leadership
- understanding of commercial building operations and maintenance coordination
- proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
- calendar management and scheduling software
- CMMS or property management software preferred
- Adobe Acrobat
- strong data entry and reporting capabilities
Job Duties
- Manage executive calendars, appointments, meetings, and travel arrangements
- coordinate internal and external meetings, prepare agendas, and distribute meeting minutes
- screen phone calls, emails, and correspondence while responding professionally on behalf of leadership
- prepare presentations, reports, spreadsheets, and executive communications
- assist with special projects and company initiatives
- maintain confidential documents and sensitive business information
- assist with the daily management of commercial properties and facility operations
- serve as a primary point of contact for tenants regarding service requests and building communications
- coordinate preventive maintenance schedules and follow up on work order completion
- work closely with facility managers, maintenance teams, and vendors to ensure timely completion of repairs and projects
- track service contracts, vendor agreements, insurance certificates, and compliance documentation
- coordinate vendor access, scheduling, and site visits
- maintain accurate property files and operational documentation
- process purchase orders, invoices, and expense reports
- assist with budgeting, invoice tracking, and financial reporting
- maintain lease files, vendor records, and contract documentation
- track capital improvement projects and maintenance expenditures
- prepare monthly operational reports and management summaries
- monitor office supplies and coordinate administrative resources
- deliver exceptional customer service to clients, tenants, vendors, and internal stakeholders
- coordinate tenant move-ins, move-outs, and building communications
- assist with emergency communications and building notifications
- ensure service requests are tracked through completion while maintaining high levels of customer satisfaction
- coordinate facility inspections and follow-up items
- maintain compliance with company policies, safety standards, and client requirements
- support facility audits and documentation requests
- assist with occupancy reporting and property records
- help coordinate building events and operational initiatives
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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