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Property Management Administrative Coordinator
Career Insights for Property Manager
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Scorecard
Based on Ohio data
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What they do
A Property Manager manages operations for an apartment building or complex. Recruits and screens tenants for apartments, collects rents and security deposits, responds to requests or complaints from tenants, supervises maintenance and repairs; oversees payment of bills, insurance, taxes and recordkeeping. Manages property and services on behalf of a community association, for properties such as condominiums or cooperatives. Collects fees or dues, responds to requests or complaints, supervises maintenance, oversees work done by contractors, and provides accounting of income and expenses. May also assist owners or a board of directors with regulatory compliance or compliance with community association rules. Manages the operation of commercial or residential properties. Oversees the collection of rents and payment of bills, taxes and insurance for properties, and provides property owners with reports on finances and the status of properties. Directs leasing operations, or equipment and machinery rentals, for a company or business. Determines charges and prepares rental or lease agreements; supervises inventory, equipment maintenance and recordkeeping for leasing operations.
$68,008 / year median in Ohio
+8% projected growth
Job Description
- 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.