Administration Coordinator - Property Management

Job Overview

Key Duties And Responsibilities

• Provide comprehensive administrative assistance to property managers and the property management team, including but not limited to drafting correspondence, answering phone calls and emails, managing calendars, and scheduling appointments.
• Serve as a primary point of contact for tenants, handling inquiries, concerns, and requests promptly and professionally.
• Maintain strong tenant relations by providing excellent customer service and addressing issues in a timely manner.
• Assist in the administration of lease agreements, including preparing lease documents, collecting, and processing rent payments, coordinating lease renewals, and maintaining accurate records of lease terms, conditions, and tenant information.
• Collaborate with maintenance personnel and contractors to schedule and coordinate property repairs, inspections, and preventative maintenance.
• Ensure timely completion of work orders and maintain accurate records of maintenance activities.
• Support the property management team by assisting with financial tasks, such as processing invoices, tracking expenses, preparing financial reports, and reconciling accounts.
• Maintain organised and up-to-date files and records, including lease agreements, tenant communication, maintenance reports, and financial documents. Implement efficient filing systems and ensure document confidentiality and security.
• Coordinate property showings for prospective tenants and assist in conducting move-in/move-out inspections, ensuring properties are in good condition and comply with safety and regulatory standards.
• Stay updated on property management regulations, laws, and industry best practices.
• Assist in ensuring compliance with local, state, and federal laws, including fair housing regulations.
• Manage office supplies and equipment, coordinate meetings, arrange travel accommodations, and perform other general administrative tasks as needed.
• Uphold company values throughout business practices and utilise sound judgment in decision making.
• Any other additional duties as may be required by management based on needs of the business.

Work Experience

• Minimum of 1-3 years of experience in related role.