Property coordinator job description

Enriching lives through investment and service is the mission at the core of everything we do at Holladay. The Property Administrative Assistant supports this mission by working closely with the Property Manager, Assistant Property Manager (if applicable), Portfolio Manager and maintenance personnel in supporting them with the day-to-day duties and management of the commercial real estate properties. This individual is often the first contact with tenants and vendors and must handle calls in a professional, courteous manner in accordance with the Company’s mission, vision and objectives.
Essential Duties and Responsibilities include but are not limited to the following:
Administrative Duties
Responsible for administrative tasks including, but not limited to answering phones, filing, mailing, scanning, ordering office supplies, preparing monthly expense reports for Property Manager and Maintenance Staff, etc. Prepare and track all vendor contracts. Maintain current vendor list. Obtain current COI, business licenses and W-9 on all Vendors Maintain and keep up to date web base program for building information and preventative maintenance work order system and ensure timely closure of all maintenance PM work orders. Maintain property files Perform special projects for property manager Assist in the preparation of tenant gifts.
Tenant Related Duties
Interact and correspond with tenants to address problems or complaints, as it relates to housekeeping, maintenance, leasing or accounting Assist Property Manager with weekly tenant visits as required by client and maintain tenant visit log Prepare monthly newsletters and other publications (Fire Plan, Tenant Manual) for distribution. Prepare tenant memos, notices and lease correspondence Update and maintain Tenant Manuals Bill backs to Tenants for maintenance charges Get locks changed for new Tenants Prepare and maintain a tenant database to include: tenant name (as defined in the lease), mailing/billing address, main office number, and back line number, fax number, contact name, after-hours contact Deliver Leases, SLP’s, etc. to Hospital Administration or Corporate as needed.
Facility Management :
Complete monthly building inspections for assigned buildings and place service requests and follow up on completion Maintain building signage, order/remove and bill back Maintain building access system, handle tenant request for access cards and keys Assist Property Manager with construction and interact with contractors for the completion of tenant improvement projects. Prepare specs and obtain bids for building improvements Document incidents and make sure report is routed to all parties Prepare incident report if property manager not on premises or for property manager with specific details, pictures and make sure everyone on list is copied.
Qualifications
College Degree preferred or progressive work experience addition to the qualifications below Front desk or office management experience Two (2) + years’ experience in commercial real estate environment Proficient in Microsoft Office Products, Word, Excel and Outlook MRI Real Estate Software experience or ability to learn new programs quickly Desire to pursue Real Estate license Excellent grammar, clear written and oral communications skills are essential Ability to prioritize, organize and have productive time management skills Valid Driver’s license, proof of insurance, and clean MVR report
Holladay Mission and Values: All associates are expected to live Holladay’s Mission and Values in their everyday interactions with each other, external clients, and stakeholders as defined below:
Mission: Enrich ing lives through investment and service ENRICH Values: Entrepreneurial – We are empowered to dream and take risks, to challenge conventional wisdom and demand continuous improvement, to innovate, create, and inspire change. Nurture – We encourage and support the growth and development of each other, our clients, and our communities. Respect - We recognize and acknowledge the inherent value of others. Integrity – We do the right thing. We exhibit a consistently high moral compass. Community – We are a family. We have fun, serve others, and freely give of our resources. We recognize our responsibility to make our communities and world a better place. Health - We support the physical, financial, and professional health and well-being of each other and those we serve.
Company DescriptionHolladay Properties is a full-scale land development, design/build and fully-integrated real estate company, as well as one of the largest medical office management firms in the country. Our medical division as a national reputation of excellence in MOB management and development of medical real estate assets for third-party owners and is an IREM Accredited Management Organization.

Employee Benefits include:
- Medical, dental, vision, 401K
- Casual Fridays
- Strengths based culture
- Employee development
- Community involvement
- Competitive compensation
- Flexible schedules
- Free parking

Job DescriptionOur client is seeking a Property Management Coordinator to join their team in Reston, VA. The Property Management Coordinator will assist Property Management with the day-to-day operations and tenant relations of assigned property or portfolio through the coordination of tenant requests and administration of maintenance services as well as serve as the primary point of contact for tenant services.
Daily Responsibilities:

- Create purchase orders and service contracts, code and process vendor invoices utilizing required expense allocations and ensuring vendors are billing according to contracts, negotiated rates and property budgets.
- Perform Accounts Payables duties and process invoices for the Property Management Office in a timely manner to avoid budget variances.
- Diligently review invoices and proactively reaching out to vendors to review questionable or inaccurate billings.
- Manage and track sustainability statistics for the portfolio to include waste diversion, electrical consumption, and water consumption.
- Maintain and update insurance certificate files for all contractors performing work at the properties.
- Manage new vendor setup.
- Execute prompt, accurate billing of tenant work orders for billable services on bimonthly basis.
- Assist with the scheduling of contractor work (ex: window washing) and coordinate with tenants.
- Contribute toward overall office operational needs by helping to provide phone coverage during lunchtime, vacation, sick days, etc., as well as providing administrative support related to maintaining property management operations as necessary.
- Assist Property Managers with gathering and inputting data in property budgets.

Requirements:

- High school diploma or equivalent certification required.
- 1+ years of previous customer service experience preferred. Prior administrative experience and experience in property and real estate management highly desirable.
- Ability to listen, think clearly and to communicate effectively and courteously in challenging and sometimes stressful situations.
- Demonstrated proficiency with Microsoft Office Applications.
- Ability to organize and coordinate work efficiently and set priorities.
- Must be required to lift items that weigh 15+ lbs.

The Shelter Plus Care (SPC) program is a federally funded rent subsidy program managed by Plymouth. Plymouth provides a rent subsidy to approximately 700 households who live in rental properties throughout King County. The Property Coordinator completes initial and annual Housing Quality Standards inspections under the direction of the SPC Program Manager for units subsidized by SPC. This position is responsible for coordinating the deposit retrieval and returned funds processes. This position also provides support and program education to current SPC landlords and to sub-contracted service agency representatives as they assist SPC participants in their unit search.

This is a regular, full-time benefitted position.
ESSENTIAL JOB FUNCTIONS
(Responsibilities, accountabilities, and competencies; may not include all duties of this job)
Conducts initial Housing Quality Standards (HQS) inspections on new SPC units, this includes driving throughout King County, j and on an annual basis on existing program units. Coordinates with King County to schedule HQS inspections of new and existing Plymouth units that are or will be occupied by SPC program participants, this includes driving across Plymouth’s portfolio. Provides education about SPC regulations and policies to prospective landlords including RCWs and building Construction codes. Provides support to existing landlords, including ongoing education about program regulations and policies, as well as problem solving between landlords and agencies when problems arise. Creates monthly unit inspection schedule and checklist; populate and mail letters to notify tenants and service agency representatives of upcoming annual inspections and re-inspections. Informs landlords and service providers of inspections results. Participates in SPC Coordinating Committee meetings as assigned Assists in developing and conducting trainings for service providers regarding program requirements. Reviews unit rent on existing units when the unit rent has increased, and new units for rent reasonableness to ensure they meet Fair Market rent standards. Conducts monthly audits on rent reasonableness on 10% of the current/unchanged SPC housing unit rents annually. Coordinates with the Finance Department to gather missing and incorrect 1099 information from partnering landlords. Confirms compliance with regulations regarding dual subsidy in SPC funded units by tracking HAP, compliance, and lease contracts. Calculates utility allowances for new units in which the tenants are responsible for paying utility costs. Calculates utility allowances annually for all units in which the tenants are responsible for paying utility costs. Coordinates the deposit retrieval process, requesting deposit disposition, reviewing unit damage claims, and requesting damage and vacancy payments as appropriate. Documents funds returned to SPC, including deposits, subsidy, and utility payments on returned funds spreadsheet. Performs other related duties as requested by the SPC Program Manager and the Director of Compliance. Assist in researching current, local, state, and federal housing laws. Verifies quarterly Fair Market Rents, Voucher Payments Standards, and Utility allowances and updates records as needed.
Assists service agency leads on assessing units that meet rent reasonability standards.
ESSENTIAL JOB QUALIFICATIONS
(Any equivalent combination of knowledge, skills, abilities, education, and experience)
Education : BA/BS degree in human services, property management, public administration, or related field,
or a combination of education and experience that provides the required knowledge, skills, and abilities.
Experience : Minimum of two (2) years related experience in property management and/or providing social services directly to clients.
Licensure/Certification : Valid Washington State Driver license and good driving record.
Knowledge, Skills, and Abilities :
Committed to working toward diversity, equity, and inclusion in providing services to tenants and working with Plymouth staff. Able to communicate and work effectively with a diverse group of voices in support of Plymouth’s goal of being an anti-racist organization.
Demonstrated ability to work effectively under stressful conditions with people of varying socioeconomic backgrounds, sexual orientations, and ethnic diversity. Good organizational skills with ability to prioritize effectively and meet deadlines in a professional manner. Demonstrated ability to communicate clearly and effectively, orally and in writing; handle a high volume of landlord and tenant interactions and demonstrate tact and sensitivity to issues involved. Ability to develop and sustain successful relationships with community agencies and other community-based resources. Strong attention to detail. Excellent customer service skills. Proficient and experienced with Microsoft Office applications, particularly Word, Excel, and Outlook. Must be able to work efficiently and effectively with customized databases and technology and conduct Internet research.
Desired Qualifications:
Experience working with homeless and low-income individuals, including persons living with mental and physical illnesses, chemical dependency/addictions, disabilities, HIV/AIDS is desired. Section 8 or other HUD rental assistance experience is desired. Familiarity with reviewing contracts is desired.
COVID-19 Vaccination Requirement

Plymouth Housing employees are required to be fully vaccinated against COVID-19.
As a condition of employment, new hires will be required to:
submit proof of vaccination, or have an approved request for medical or religious exemption and an approved accommodation.
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).
Company DescriptionOur Mission and Vision
Plymouth Housing works to eliminate homelessness and address its causes by preserving, developing and operating safe, quality, supportive housing and by providing adults experiencing homelessness with opportunities to stabilize and improve their lives.
Housing First
Plymouth follows the Housing First philosophy, operating on the principle that people cannot improve their lives until they have a safe, stable place to live.
Our Expertise
We primarily serve individuals who may have failed in housing in the past, or who cannot access decent, affordable housing due to poverty, disabilities, or a previous criminal record.
Our Vision
Housing is the first step in helping those who face homelessness transform their lives. Our comprehensive approach provides hope. Our dream is one where every person has a home and a better quality of life.
Our Values
More than a decade ago, a diverse group of long-time staff members joined together to outline the values that inform our work.

At Plymouth:

We create a safe and inclusive community.
We demonstrate trust.
We advocate for equity in housing.
We serve with empathy and compassion.
We help each other thrive.