Administrative Coordinator / Property Operations Administrative Assistant

E-State Management, LLC•Lawrence, KS

2h•$31,200 - $52,000•Onsite

About The Position

We are seeking an organized, dependable, and technology-savvy Administrative Coordinator / Property Operations Administrative Assistant to support our property management and maintenance operations. This is a hands-on, cross-functional position for someone who can manage multiple priorities, communicate professionally, think outside the box, and follow responsibilities through to completion. The ideal candidate is a team player, problem-solver, and quick learner who is willing to step into different office responsibilities when needed.

Requirements

Previous administrative, office, customer service, scheduling, or similar professional experience
Strong computer and technology skills
Working knowledge of Microsoft Outlook, Word, and Excel
Ability and willingness to learn Microsoft Teams, OneNote, property management software, work-order software, and other business applications
Strong written and verbal communication skills
Professional telephone and customer-service skills
Strong organizational and time-management skills
Ability to manage multiple responsibilities and changing priorities
Strong attention to detail and accuracy
Ability to maintain organized records and documentation
Ability to draft professional emails, letters, and business correspondence
Comfortable handling difficult customer conversations professionally
Comfortable discussing account balances and assisting with collections
Ability to follow up on outstanding items without constant reminders
Ability to work independently while also functioning as part of a team
Strong problem-solving skills and willingness to research unfamiliar tasks
Ability to maintain confidentiality and use good judgment when handling sensitive information
Dependable attendance and reliable follow-through

Nice To Haves

2+ years of administrative, office, scheduling, collections, property management, maintenance coordination, or related experience
Property management or apartment-industry experience
Maintenance scheduling or work-order coordination experience
Collections or accounts-receivable experience
Experience coordinating vendors or contractors
Experience with move-ins, move-outs, inspections, or apartment turnovers
Experience preparing or responding to customer dispute correspondence
Strong Microsoft Excel skills
Familiarity with property management or work-order software
Social media knowledge
Experience with ChatGPT or other AI productivity tools
Canva or similar design-software experience

Responsibilities

Schedule maintenance work orders and coordinate maintenance schedules
Monitor open work orders, follow up on work performed, and help ensure jobs are completed
Track work waiting on parts, vendors, approvals, or return visits
Assist with move-in and move-out inspections as needed
Schedule and coordinate apartment turnover maintenance
Contact and coordinate vendors and contractors
Assist property management staff with vacant-unit and rent-ready coordination
Check vacant units and follow up on outstanding maintenance, cleaning, or turnover items
Assist with collections, collection calls, account follow-up, and promised payments
Research account disputes and assist with drafting professional dispute responses
Answer phones and assist residents, customers, vendors, and contractors when needed
Manage calendars, appointments, schedules, deadlines, and follow-up
Create and maintain spreadsheets, trackers, reports, forms, and electronic records
Assist with social media and digital content
Provide administrative and backup support throughout the office
Step into other office responsibilities when needed and appropriately trained
Assist with special projects and other duties as assigned