Property Coordinator

Job Overview

The Property Coordinator is responsible for supporting the Property Management team by overseeing maintenance issues, preparing operational reports, and ensuring timely communication between Property Managers, Facilities Management, and supporting departments. This role also involves preparing purchase requests, tracking purchase orders, and maintaining accurate records to promote efficient property operations.

Key Responsibilities

• Receive maintenance requests from Property Managers and coordinate necessary actions with the Facilities Management team.
• Maintain and monitor progress trackers, escalating any unresolved or delayed maintenance issues promptly.
• Generate daily reports regarding vacant and maintenance units, and produce weekly reports summarizing tenant feedback.
• Keep thorough and organized records, including reports and supporting documents provided by the Property Management team.
• Create purchase requests and complete all related system documentation and transactions.
• Work with Facilities Management to submit required documentation and assist in closing open purchase orders.
• Serve as the primary liaison between Property Management and Facilities Management departments.
• Follow up with relevant departments to ensure pending tasks are completed and provide timely updates to Property Managers.
• Respond quickly and professionally to internal and external service concerns, assisting with resolutions as needed.
• Adhere to company policies and safety procedures, fulfilling reporting obligations and any additional duties assigned by management.
• Monitor platform performance, booking processes, profitability metrics, and operational efficiency to support effective management.

Performance Metrics

• Accuracy and punctuality in daily and weekly report submissions.
• Effective coordination and timely resolution of maintenance concerns.
• Completeness and precision in purchase requests and supporting documentation.
• Prompt follow-up and closure of open purchase orders.
• Reduction of overdue or outstanding departmental actions.
• Well-organized and accurate Property Management records.
• Responsive communication with Property Managers and support departments.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Property Management, Facilities Management, or a related discipline.
• Previous experience in property coordination, facilities administration, or closely related roles is preferable.
• Strong verbal and written communication capabilities.
• Proficiency with Microsoft Office suite and standard office equipment.
• Excellent organizational skills, including report preparation, record management, and diligent follow-up.
• Self-motivated and proactive, capable of working independently with minimal supervision.
• Competent at managing repetitive duties accurately and performing well under pressure.
• Adaptable to changing priorities and able to meet strict deadlines.
• Familiarity with ERP, procurement, or property management software is an asset.
• Ability to foster productive working relationships and resolve conflicts constructively.