Administrative Coordinator

VPH Management Services LLC•New York, NY

65d•$65,000 - $75,000•Onsite

About The Position

The Administrative Coordinator is responsible for providing high level administrative and operational support for SVP Property Management. This role serves as a primary point of coordination for departmental communications, reporting, scheduling, compliance documentation, and inter-departmental workflow. Will assist and facilitate office operations and accurate documentation for assigned responsibilities. Must be organized, detail‑oriented, comfortable with compliance-driven regulated housing environments, with ability to manage multiple priorities in fast paced setting.

Requirements

High school diploma or general education degree (GED)
1-3 years of administrative or coordinator experience, preferably in property management or maintenance environment.
Exceptional interpersonal, verbal, and written communication skills
Solid computer skills including Microsoft 365 and good with spreadsheets
Familiarity with affordable housing and regulatory framework
Good judgment
Ability to work independently
Ability to multi-task and be organized is critical to the success of the position

Nice To Haves

Experience in property management, affordable housing, or administrative support preferred.

Responsibilities

Provide direct administrative support to the SVP of Property Management, as requested
May serve as a liaison between the SVP and property management teams, vendors, and internal departments
Assist with tracking operational metrics, portfolio-wide initiatives, and action items across multiple affordable housing properties
Answer calls, transfer calls to appropriate person and department; take messages as needed
Assist to coordinate and track submissions related to property operations
Prepare letters, notices, reports, meeting materials, and property management documentation.
Support the compilation and organization of compliance-related documentation (e.g., HPD, HDC, NYCHA, HUD, LIHTC, regulatory agreements, audits, and inspections).
Assist the property management team as needed, to ensure that properties are maintained and operated at a level that meets the company’s objectives and causes tenants to be satisfied and inclined to continue as tenants.
Assist in tracking deadlines, reporting calendars, and required submissions to regulatory agencies.
May enter and process vendor invoices and purchase orders
Respond to tenant inquiries (via in person, phone, email, fax etc…) in a timely manner
Fully proficient with property management software (RealPage) to complete assigned work, track progress and enter information and pull reports.
Assist with communications and tracking of work orders.
Assist with managing, investigating, resolving municipal building, and safety violations (e.g., HPD, DOB, FDNY, ECB, DEP) for properties.
Other duties as assigned.