Property Management Administrative Coordinator Culmen Real Estate Services, Inc. - 2.5 Dayton, OH Job Details Full-time $24 - $28 an hour 1 hour ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Life insurance Qualifications Teamwork Customer service Attention to detail Contracts Full Job Description Culmen Real Estate Services, Inc. is seeking a Property Management Administrative Coordinator to join our team in Dayton, Ohio. We are an Equal Opportunity Employer, welcoming applicants from all protected groups, including protected veterans and individuals with disabilities. About the Role In this role, you will partner with the Senior Property Manager to coordinate tenant services, lease administration, vendor relationships, accounts receivable follow-up, invoice processing, property documentation, inspections, and financial reporting. The ideal candidate brings one to two years of commercial property management experience, strong organizational and communication skills, attention to detail, and a customer-focused approach. This is an opportunity to utilize your administrative skills in a collaborative, fast-paced environment. Key Responsibilities Administrative Support & Document Management

• Provide comprehensive administrative support, including managing phone communications, preparing correspondence and reports, maintaining filing systems, and distributing property-related communications.
• Support lease administration activities, including ensuring property management databases remain accurate and up to date.
• Maintain organized and complete digital and paper property files, including leases, contracts, certificates, and other critical documentation such as drawings. Vendor Coordination & Contract Administration
• Prepare, solicit, and coordinate vendor bids, proposals, and service contracts to support property operations and cost management initiatives. Accounts Receivable & Invoice Processing
• Monitor accounts receivable aging reports and proactively follow up on tenant delinquencies in accordance with company and client-directed policies.
• Review and process electronic invoices with appropriate supporting documentation, ensuring timely and accurate submission in accordance with established accounting procedures. Tenant Operations & Service Coordination
• Coordinate tenant move-ins, move-outs, furniture deliveries, and occupancy-related logistics to ensure a seamless tenant experience.
• Assist in follow-up with maintenance work order and vendor contracting, ensuring timely completion, tracking, and documentation.
• Develop, coordinate, and maintain tenant engagement initiatives, including tenant handbooks, newsletters, property events, appreciation programs, training sessions, and other tenant service programs.
• Ensure tenant contact information and property records are current and accurately maintained within property management systems. Procedures, Compliance & Insurance
• Assist in the development, maintenance, and continuous improvement of property operating procedures and documentation.
• Maintain and track tenant and vendor Certificates of Insurance, ensuring compliance with lease and contract requirements. Financial Administration & Reporting
• Coordinate expense reports and check request processing for management and maintenance personnel.
• Ensure tenant billbacks for after-hours HVAC, electrical usage, and other recoverable expenses are accurately calculated and processed in a timely manner.
• Assist with the preparation of annual operating budgets, financial forecasting, monthly reporting packages, and bank deposits when applicable. Property Inspections & Vendor Performance
• Conduct regular property inspections with janitorial, landscaping, and other service providers to ensure quality standards are met and maintained.
• Monitor vendor and contractor performance, ensuring compliance with contractual obligations, service standards, and property expectations. Tenant Relations & Operational Improvement
• Support the Property Manager in maintaining strong tenant relationships and delivering a high level of customer service.
• Assist in identifying operational efficiencies and opportunities for expense reduction while maintaining property standards and tenant satisfaction.
• Perform additional administrative, operational, financial, and project-related duties as assigned to support the overall success of the property portfolio. Compensation & Benefits This position offers a competitive salary of $24-28 an hour, along with a comprehensive benefits package, including:
• Medical, dental, and vision insurance
• Short-Term and Long-Term Disability
• Life Insurance
• 401(k) with company match
• Paid holidays and paid time off About Culmen Real Estate Services, Inc Culmen is one of the Dayton and Cincinnati region's premier property and asset management organizations.

We are known for delivering results that enhance the value of our clients' real estate investments. We foster positive relationships between our team and clients, minimizing turnover and reducing vacancy rates while improving profitability. Why Join Us? If you enjoy taking ownership of your responsibilities, thrive in a team environment, and are genuinely curious about the commercial real estate industry, we'd love to hear from you. How to Apply If this sounds like the right fit, please submit your application today. We look forward to meeting you!

Work Location:

In person