Property Coordinator

Zarrellco•Fort Lauderdale, FL

2d•Onsite

About The Position

A commercial real estate organization is seeking a Property Coordinator to support the day-to-day operations of a portfolio of commercial and industrial properties. This position will serve as an important point of contact for tenants while working closely with property management, maintenance teams, vendors, and internal departments. The ideal candidate is organized, responsive, and comfortable managing multiple priorities. This is a hands-on position for someone who enjoys working with tenants, solving problems, coordinating property services, and helping ensure properties are well maintained and operating efficiently.

Requirements

2+ years of experience in property management, commercial real estate, facilities coordination, construction administration, or a related field preferred.
Associate degree in business, real estate, or a related discipline preferred; relevant professional experience may be considered in place of a degree.
Strong organizational skills with the ability to manage multiple requests and priorities simultaneously.
Excellent interpersonal and customer service skills with the ability to communicate effectively with tenants, vendors, contractors, and internal teams.
Strong written communication skills and attention to detail.
Comfortable working with property management systems, work-order platforms, Microsoft Office, and other business software.
Ability to review and maintain contracts, invoices, insurance documentation, maintenance records, and other property-related information.
General knowledge of commercial building maintenance and construction processes is helpful.
Familiarity with contracts, lien waivers, construction documentation, or similar materials is a plus.
Ability to travel regularly to properties within the assigned portfolio.
Must be comfortable occasionally coordinating urgent or after-hours property matters.

Responsibilities

Serve as a point of contact for tenants regarding property questions, service needs, maintenance requests, and general concerns with help of property manager
Develop positive relationships with tenants and provide timely, professional follow-up on outstanding items.
Coordinate tenant service requests from initial notification through completion.
Follow up after maintenance or repair work to confirm issues have been properly addressed.
Assist property management with tenant visits, property inspections, and follow-up items.
Track tenant requirements such as certificates of insurance, HVAC maintenance agreements, and other lease-related documentation.
Identify recurring tenant or property concerns and communicate recommended solutions to property management.
Create and track maintenance and repair requests for properties and tenant spaces.
Maintain accurate records of open work orders and regularly follow up with maintenance personnel and outside vendors.
Coordinate scheduling of routine and non-emergency maintenance across assigned properties.
Document the scope of requested work, applicable responsibilities, estimated costs, and necessary approvals.
Confirm tenant authorization when work or services will be billed back to the tenant.
Assist with coordinating urgent property issues and occasional after-hours situations when necessary.
Communicate with contractors and service providers regarding scheduled work, documentation, invoicing, and outstanding items.
Assist with preparing service agreements, work authorizations, and other vendor documentation.
Maintain organized vendor and property service records.
Coordinate with accounting regarding vendor invoices, approvals, and supporting documentation.
Help ensure completed work corresponds with approved scopes and associated work orders.
Property and Facilities Managers with the ongoing operation and maintenance of assigned properties.
Participate in periodic property inspections to identify maintenance needs and confirm completion of repairs.
Coordinate cleaning and routine property services for occupied buildings and vacant spaces.
Maintain property information and records related to HVAC equipment, maintenance schedules, and building systems.
Assist with utility account transfers and other property-related administrative changes.
Maintain construction, maintenance, vendor, and property documentation.
Process and code invoices and route them through the appropriate approval process.
Maintain accurate electronic records, reports, schedules, and property documentation.
Assist with tracking maintenance labor, vendor activity, and property-related expenses.
Support Property Managers with reports, scheduling, tenant correspondence, and other operational needs.
Perform additional property management and administrative responsibilities as needed.