Operations Coordinator, Commercial Property Management

Lewis Group of Companies•Upland, CA

5d•$31•Onsite

About The Position

Lewis Group of Companies, a large privately held real estate development firm with over 70 years of experience, is seeking an organized and proactive Operations Coordinator to join their Commercial Property Management team. This role, based at the Upland, CA corporate office, provides essential administrative and operational support for commercial properties, working closely with Property Management and Maintenance. The position is ideal for someone who excels at managing projects, coordinating with vendors and contractors, and handling the details necessary for successful property operations.

Requirements

3–5 years of experience in administrative coordination.
Experience in facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management preferred.
Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience also preferred.
Strong organizational skills and the ability to manage multiple priorities, deadlines, and follow-up items with minimal supervision.
Excellent written and verbal communication skills.
Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
Experience with property management, work order, purchasing, or contract systems is a plus.
Ability to review and understand service agreements, proposals, invoices, certificates of insurance, and basic maintenance documentation.
A valid driver’s license and reliable transportation may be required for occasional travel to Company properties.

Nice To Haves

Facilities, construction, maintenance coordination, vendor/contractor coordination, and/or commercial property management experience.
Work experience tracking projects, administering contracts, purchasing, insurance documentation, and/or competitive bidding experience.
Experience with property management, work order, purchasing, or contract systems.

Responsibilities

Coordinate vendors and contractors for repairs, maintenance, inspections, and other property-related work.
Prepare and track vendor agreements, service contracts, purchase orders, change orders, invoices, and related documentation.
Collect and maintain certificates of insurance and other vendor compliance documentation.
Assist with purchasing maintenance materials, supplies, equipment, and services.
Develop bid packages and scopes of work, solicit competitive bids, and organize bid comparisons.
Coordinate tenant notifications and access for repairs, inspections, service interruptions, and maintenance activities.
Track maintenance and repair projects from initial request through completion, including schedules, invoices, warranties, closeout documentation, and outstanding items.
Support preventive maintenance scheduling and help ensure recurring services and inspections are completed on time.
Maintain organized vendor, contract, bid, safety, permit, inspection, and compliance records.
Assist with emergency management and business continuity documentation and coordination.
Support property operations reporting, meeting preparation, calendars, records management, and special projects.