Property Management Coordinator

Job Description

Lundy Management Group LLC, a division of Lee & Associates Raleigh-Durham

Office Locations: Charlotte, Raleigh-Durham, Wilmington NC

Reports To: Director of Property Management

Status: Mid-Level

Overview

The 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.

Hours

The 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 Required

Attention 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 Responsibilities

First Point of Contact for Customer Service – For Owned Portfolio

• Address initial customer (owner or tenant) inquiries, coordinating with in-house maintenance staff or third-party vendors to resolve issues, and see tasks through to completion
• Contract for vendor services and oversee as required
• Develop and maintain positive vendor relationships

Work Order Management and Portfolio Coordination – For Owned Portfolio

• Create, process, and track work orders related to property management
• Meet and communicate work order deadlines and status to interested parties
• Audit age of open maintenance engineer work orders and drive to completion
• Vendor Support including setting up new vendors, managing estimate documentation, tenant coordination, and invoice tracking
• Property utility setup and changes

Communication

• Answer phone calls and respond promptly to property emails and customer-generated work order requests
• Escalate requests and concerns to the appropriate team member
• Maintain positive relationships with clients, tenants and vendors, including assisting with onboarding set up
• Produce written general correspondence

Support to the Property Management Team

• Collaborate with property managers at property meetings, inspection walk-throughs
  • Own proactive work order list, meeting notes, and communications assigned by Property Manager
• Evaluate and identify ways to enhance customer satisfaction and streamline our services
  • Manage Emergency Property Page (“EPP”) by keeping information up to date
• Own the scheduling of all asset inspections and coordinate repair deficiencies as required
• Own onboarding tasks assigned during portfolio transitions
  • Vendor contract RFPs and commencements
  • Tenant documentation
  • Utility transfers

Review

The 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 Qualifications

• College degree or High School Diploma with 4 years of administrative office support or equivalent experience
• Experience or familiarity with commercial property management
• Professional attitude, multi-tasking, and superior customer service skills
• Outstanding verbal and written communication