Property Management Coordinator

Property Management CoordinatorJob DescriptionLundy Management Group LLC, a division of Lee & Associates Raleigh-DurhamOffice Locations: Charlotte, Raleigh-Durham, Wilmington NCReports To: Director of Property ManagementStatus: Mid-LevelOverviewThe Property Management Coordinator (PMC) ensures the smooth day-to-day operation and maintenance of our managed properties, acting as the first point of contact between tenants, owners, our maintenance and engineering team, and outside vendors. The PMC owns the inspection cadence, scheduling and compliance of all assets in the field at managed properties. The PMC is a critical member of the onboarding team, owning specific tasks as they relate to the integration of new clients in the portfolio. This is a mid-level position in property management, well suited to a self-starter who is team-oriented, detail-oriented, and eager to build a career in the field. Success in this role results from proficient task and work-order management, strong initiative, and a genuine enjoyment of working with people. The PMC is well organized, can multi-task, prioritize multiple to-dos and owns tasks through to completion, and provide day-to-day support to Property Managers and Assistant Property Managers as needed.HoursThe hours of work will be flexible but are intended to be accomplished within a 40-hour work week. These hours will generally be within 8:00 AM to 5:00 PM Monday through Friday. Additional hours of work may be required or requested to meet deadlines or respond to immediate resident or tenant needs.Lundy also implements an after-hours on-call system to provide 24/7 service to our clients. Each Property Management Coordinator is expected to rotate through the on-call system.Skills RequiredAttention to detail; high level of focus on customer service and swift resolution of concerns; adept at communicating in person, via phone, and via email; ability to multi-task in a fast-paced environment; collaborative attitude. Experience with Yardi FM, Yardi Voyager, Claude, Microsoft Office/Google suites, Teams, Monday.com preferred but not required.Key ResponsibilitiesFirst Point of Contact for Customer Service – For Owned PortfolioAddress initial customer (owner or tenant) inquiries, coordinating with in-house maintenance staff or third-party vendors to resolve issues, and see tasks through to completionContract for vendor services and oversee as requiredDevelop and maintain positive vendor relationshipsWork Order Management and Portfolio Coordination – For Owned PortfolioCreate, process, and track work orders related to property managementMeet and communicate work order deadlines and status to interested partiesAudit age of open maintenance engineer work orders and drive to completionVendor Support including setting up new vendors, managing estimate documentation, tenant coordination, and invoice trackingProperty utility setup and changesCommunicationAnswer phone calls and respond promptly to property emails and customer-generated work order requestsEscalate requests and concerns to the appropriate team memberMaintain positive relationships with clients, tenants and vendors, including assisting with onboarding set upProduce written general correspondenceSupport to the Property Management TeamCollaborate with property managers at property meetings, inspection walk-throughsOwn proactive work order list, meeting notes, and communications assigned by Property ManagerEvaluate and identify ways to enhance customer satisfaction and streamline our servicesManage Emergency Property Page (“EPP”) by keeping information up to dateOwn the scheduling of all asset inspections and coordinate repair deficiencies as requiredOwn onboarding tasks assigned during portfolio transitionsVendor contract RFPs and commencementsTenant documentationUtility transfersReviewThe PMC will maintain a 90-day plan to lay out personal and professional development goals and project planning for their role. The PMC will meet with the Director of Property Management quarterly to review the past 90 days and set shared goals for the upcoming 90-day period.Desired QualificationsCollege degree or High School Diploma with 4 years of administrative office support or equivalent experienceExperience or familiarity with commercial property managementProfessional attitude, multi-tasking, and superior customer service skillsOutstanding verbal and written communication