An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Property Administrator Coordinator Spectrum Support Services LLC Key Biscayne, FL Job Details Full-time $20 - $25 an hour 1 day ago Qualifications Microsoft Outlook Administrative experience Attention to detail Property management Time management
Full Job Description Property Administrative Coordinator Location:
Key Biscayne, Florida Employment Type (TBD): Full-Time (30+ hrs.)
Work Arrangement:
On-Site, based primarily in Key Biscayne, Florida, with regular work at other properties, as business necessitates.
Rate:
$20 - $25 hr.
Reports To:
Facilities Manager Position Overview We are seeking a highly organized, dependable, and detail-oriented Property Administrative Coordinator to provide administrative and operational support for the day-to-day management of properties, vendors, expenses, and related business activities. This role will be responsible for administrative coordination, financial administration, recordkeeping, vendor communication, follow-up, and ensuring that important tasks and property-related matters do not fall through the cracks. The successful candidate will be proactive, highly organized, discreet, and capable of independently managing multiple priorities while keeping the facility manager informed of important issues and developments. Another important component of the role will be supporting the day-to-day coordination of the property by staying informed of ongoing projects, maintenance needs, and outstanding items. This individual will help monitor the progress of work, follow up with the property maintenance team and vendors as needed, and help identify and address issues before they become larger concerns. The role will also provide administrative and coordination support to the facility manager, including assisting with scheduling, follow-up, communication, documentation, and other activities necessary to support the effective day-to-day operation of the property. The ideal candidate will be comfortable working independently, taking initiative, communicating effectively with the facility manager and members of the property team, and helping keep projects, maintenance needs, vendor commitments, and administrative responsibilities organized and moving forward through completion. The role requires someone who is dependable, proactive, and comfortable being a hands-on resource for the property and the team. The candidate must live within a reasonable, commutable distance of Key Biscayne, Florida and be able to reliably work on-site at the property. Essential Responsibilities Administrative & Financial Support Maintain accurate records of expenses, receipts, invoices, and payments. Assist with billing, invoicing, and payment tracking. Maintain organized financial and administrative files. Reconcile expenses, invoices, and supporting documentation as needed. Track recurring expenses, vendor charges, contracts, and payment schedules. Prepare administrative reports and summaries for management review. Identify missing documentation, discrepancies, or outstanding items and follow up through resolution. Vendor & Property Administration Serve as an administrative point of contact for vendors and service providers. Request and organize estimates, invoices, service documentation, and other vendor records. Coordinate vendor schedules and follow up on outstanding work or service issues. Maintain an organized database of vendors, contact information, services, contracts, and related documentation. Track property-related projects, repairs, maintenance requests, and outstanding items. Ensure documentation is maintained for ongoing property services and projects. Coordinate with property personnel and vendors to ensure administrative needs are addressed. Scheduling & Coordination Maintain calendars and schedules for property-related activities, appointments, vendors, and services. Coordinate meetings, calls, inspections, deliveries, and other appointments. Track deadlines and follow up on outstanding responsibilities. Communicate schedule changes and important updates to the appropriate individuals. Help ensure that property-related administrative tasks are completed on time. Recordkeeping & Organization Maintain accurate and well-organized electronic and paper files. Develop and maintain tracking systems for expenses, invoices, vendors, contracts, projects, and other administrative matters. Ensure documents are properly labeled, stored, and easily accessible. Maintain confidentiality of financial, personal, and business information. Assist with organizing historical records and documentation when needed. General Administrative Support Provide day-to-day administrative support to the facility manager and assist with special projects. Serve as a reliable point of contact for the property, helping stay on top of ongoing projects, maintenance needs, and other matters, and keeping the manager informed of items that require attention. Prepare correspondence, documents, spreadsheets, and reports. Conduct research and gather information as requested. Follow up with vendors, service providers, and other contacts to obtain information or resolve outstanding matters. Assist with purchasing and ordering as needed. Monitor administrative supplies and other recurring needs. Handle other administrative responsibilities and projects based on business needs. Qualifications 2+ years of administrative, office management, bookkeeping, property administration, or related experience preferred. Strong organizational and time-management skills. Excellent attention to detail and accuracy. Comfortable working with invoices, expenses, receipts, billing, and financial records. Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook. Ability to learn and effectively use administrative and financial software. Strong written and verbal communication skills. Professional and courteous communication with vendors, contractors, and service providers. Ability to manage multiple priorities and meet deadlines without constant supervision. Strong problem-solving and follow-through skills. High level of discretion and confidentiality. Ability to work independently while keeping management appropriately informed. Valid driver's license and reliable transportation. Location Requirement The successful candidate should live within a reasonable, reliable commuting distance of Key Biscayne, Florida. The position involves on-site administrative coordination and interaction with property personnel, vendors, and service providers. Ideal Candidate The ideal candidate is someone who is highly organized, proactive, trustworthy, and detail oriented. They should naturally take ownership of administrative responsibilities, notice when something needs follow-up, and make sure tasks are completed rather than waiting to be directed at every step. This person should be comfortable managing multiple moving pieces, communicating professionally with vendors, keeping financial and administrative records organized, and providing the facility manager with confidence that the administrative side of the property and related business activities is being handled accurately and consistently. Success in This Role Success will be demonstrated by: Accurate and timely expense reporting. Well-organized billing and invoicing. Complete and accurate financial and administrative records. Timely vendor communication and follow-up. Strong organization of property and business documentation. Effective coordination of schedules, services, and administrative priorities. Consistent follow-through on outstanding items. Ability to independently manage day-to-day administrative responsibilities. Providing the facility manager with reliable administrative support and visibility into outstanding issues, expenses, and priorities.
