Commercial Property Coordinator

New Level Resources • Westlake, CA

2d • $26 • Onsite

About The Position

The Commercial Property Coordinator supports the day-to-day administrative, financial, and operational functions of the property management office. This role serves as a primary point of contact for tenants, vendors, and visitors while ensuring office operations run efficiently and property management processes are executed accurately. This position plays a key role in tenant relations, lease administration support, accounts payable and receivable processes, insurance compliance, vendor coordination, and maintenance support. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced commercial real estate environment.

Requirements

• Minimum 2 years of administrative experience (property management or real estate preferred)
• At least 1 year of bookkeeping or accounting support experience preferred
• High school diploma required; associate’s or bachelor’s degree preferred
• Working knowledge of property management operations and tenant relations
• Experience with accounting systems; Yardi experience strongly preferred
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and ability to learn basic website tools
• Professional demeanor with strong customer service and problem-solving skills
• Ability to maintain confidentiality and handle sensitive information appropriately

Responsibilities

• Enter and submit invoices and payables into Yardi for approval and process payments upon approval
• Assist with weekly payment runs, check preparation, and recording entries
• Process tenant payments and apply cash receipts in Yardi
• Perform initial outreach regarding outstanding rent payments
• Track delinquencies and assist with billing and invoicing inquiries
• Support bank and credit card reconciliations
• Compile A/R and A/P aging reports and escalate discrepancies as needed
• Serve as primary point of contact for calls, walk-ins, and shared inboxes
• Enter and coordinate maintenance work orders, confirm insurance compliance, and coordinate vendor access
• Facilitate tenant move-ins and move-outs, including welcome communications, lease distribution, key management, and documentation
• Collect, review, and file Certificates of Insurance (COIs) for tenants and vendors
• Support vendor setup, including W-9 collection and compliance documentation
• Oversee mail distribution and maintain filing systems (physical and electronic)
• Order office supplies and manage inventory
• Coordinate staff meetings and appreciation lunches

Benefits

• A collaborative, team-first culture where your ideas matter
• The opportunity to make a real impact on a growing business
• Comprehensive benefits package: Medical, Dental, and 401(k)
• Reimbursements for mileage and cell phone
• Professional perks, including a company computer, education stipend, and career growth opportunities
• Workplace perks, like lunch during staff meetings
• A supportive environment that values flexibility and work-life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED