Property Management Coordinator

MalaceHR is a national facilities management and workforce solutions company providing comprehensive facility services across commercial, industrial, healthcare, education, manufacturing, and corporate environments. We are committed to delivering exceptional customer service while maintaining safe, efficient, and high-performing facilities for our clients.

We are seeking a highly organized, proactive Property Management Coordinator to support our leadership team and property management operations. This unique role combines the responsibilities of an Executive Assistant and an Assistant Property Manager, making it ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and takes pride in keeping operations running smoothly.

Position Summary

The Property Management Coordinator serves as a key administrative and operational partner, supporting executive leadership while assisting with the day-to-day management of commercial properties and facility operations. This individual will coordinate tenant communications, vendor relationships, maintenance activities, financial reporting, scheduling, and executive administrative functions.

Success in this position requires exceptional organization, strong communication skills, attention to detail, and the ability to prioritize multiple responsibilities while maintaining professionalism and confidentiality.

Key Responsibilities

Executive Support

• 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.

Property Management Support

• 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.

Administrative & Financial Responsibilities

• 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.

Client & Tenant Relations

• 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.

Operational Support

• 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.

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.

Preferred Qualifications

• 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.

Technical Skills

• 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