Administration Coordinator – Property Management Full Time

JOB OVERVIEW:

The Administration Coordinator is responsible for providing efficient administrative support to ensure the smooth operation of our property management department. This job works closely with property managers, tenants, and other team members to assist in various administrative tasks and ensure exceptional customer service.

KEY DUTIES AND RESPONSIBILITIES:

• Provide comprehensive administrative assistance to property managers and the property management team, including but not limited to drafting correspondence, answering phone calls and emails, managing calendars, and scheduling appointments.

• Serve as a primary point of contact for tenants, handling inquiries, concerns, and requests promptly and professionally.

• Maintain strong tenant relations by providing excellent customer service and addressing issues in a timely manner.

• Assist in the administration of lease agreements, including preparing lease documents, collecting, and processing rent payments, coordinating lease renewals, and maintaining accurate records of lease terms, conditions, and tenant information.

• Collaborate with maintenance personnel and contractors to schedule and coordinate property repairs, inspections, and preventative maintenance.

• Ensure timely completion of work orders and maintain accurate records of maintenance activities.

• Support the property management team by assisting with financial tasks, such as processing invoices, tracking expenses, preparing financial reports, and reconciling accounts.

• Maintain organised and up-to-date files and records, including lease agreements, tenant communication, maintenance reports, and financial documents. Implement efficient filing systems and ensure document confidentiality and security.

• Coordinate property showings for prospective tenants and assist in conducting move-in/move-out inspections, ensuring properties are in good condition and comply with safety and regulatory standards.

• Stay updated on property management regulations, laws, and industry best practices.

• Assist in ensuring compliance with local, state, and federal laws, including fair housing regulations.

• Manage office supplies and equipment, coordinate meetings, arrange travel accommodations, and perform other general administrative tasks as needed.

• Uphold company values throughout business practices and utilise sound judgment in decision making.

• Any other additional duties as may be required by management based on needs of the business.

WORK EXPERIENCE:

• Minimum of 1-3 years of experience in related role.