Property Administrator (Real Estate and Customer Experience Coordinator)

Prologis•Milpitas, CA

12d•Onsite

About The Position

The Real Estate & Customer Experience Coordinator supports the Customer Experience Team serving approximately 44 million square feet of industrial properties across the Los Angeles and Orange County markets. The role provides operational and communication support to three Property Managers and a Maintenance Technician, helping the team respond to customer needs and maintain accurate, timely property administration. This position coordinates with customers, vendors, and internal partners across Leasing, Construction, Customer Accounts, Essentials, Solar, and Energy. Success requires managing multiple priorities while maintaining accurate records, responsive communication, and consistent follow-through.

Requirements

3+ years of experience in an administrative, customer service, real estate, or related role.
Ability to communicate clearly and professionally with internal and external customers, team members, and business partners.
Ability to organize multiple priorities, meet deadlines, and follow through on commitments.
Ability to perform basic mathematical calculations and review transactional information accurately.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to handle sensitive information with discretion, confidentiality, and sound judgment.
Accuracy and attention to detail in document, payment, and record processing.

Nice To Haves

Valid driver’s license and the ability to travel to multiple properties.
Experience using Yardi, Salesforce, or comparable property management or customer relationship platforms.
Experience with real estate processes and documentation, including purchase agreements, leases, and property management records.
Demonstrates willingness and capability to leverage emerging technology, automation, and AI tools to improve efficiency, quality, and speed.
Exercises sound judgment, creative thinking, and accountability for outcomes.

Responsibilities

Support three Property Managers and a Maintenance Technician with operational coordination, customer communications, and administrative follow-through.
Coordinate customer repair requests with the Maintenance Technician and vendors; monitor and update tickets in the online portal through resolution.
Partner with Leasing, Construction, Customer Accounts, Essentials, Solar, Energy, and other internal teams to complete customer- and property-related work.
Support customer payment collections and maintain required Accounts Receivable reporting databases.
Process vendor and customer payments in Accounts Payable platforms, verify coding, and route transactions for manager approval.
Prepare and distribute customer documents and notices, including contact lists, annual payment schedules, annual reconciliations, and work notifications; prepare vendor contracts in DocuSign and maintain completed files.
Manage incoming calls and maintain accurate property and customer records, including utility meters, lockboxes, fire alarm codes, and contact information, in accordance with company policies and applicable legal requirements.