Administrative Coordinator / Property Operations Administrative Assistant

E-State Management, LLC; Pennsylvania; On-site; USD 31,000 - 52,000; Full time

Job summary

E-State Management, LLC is seeking an organized Administrative Coordinator to support property management and maintenance operations. This hands-on role requires multitasking, professional communication, and follow-through on responsibilities.

The position involves scheduling work orders, coordinating inspections, assisting with collections, maintaining records, and supporting social media and digital content efforts.

Qualifications

• Prior administrative, office, customer service, scheduling, or similar experience.
• Strong computer and technology skills and willingness to learn new software.
• Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

• Schedule maintenance work orders and coordinate schedules.
• Monitor open work orders and help ensure completion.
• Assist with collections and account follow-up.
• Create and maintain spreadsheets, trackers, reports, and electronic records.
• Assist with special projects and other duties as assigned.

Skills

Administrative experience

Computer skills

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

OneNote

Job description

We are seeking an organized, dependable, and technology-savvy Administrative Coordinator / Property Operations Administrative Assistant to support our property management and maintenance operations.

This is a hands-on, cross-functional position for someone who can manage multiple priorities, communicate professionally, think outside the box, and follow responsibilities through to completion. The ideal candidate is a team player, problem-solver, and quick learner who is willing to step into different office responsibilities when needed.

Responsibilities

• Schedule maintenance work orders and coordinate maintenance schedules
• Monitor open work orders, follow up on work performed, and help ensure jobs are completed
• Track work waiting on parts, vendors, approvals, or return visits
• Assist with move-in and move-out inspections as needed
• Schedule and coordinate apartment turnover maintenance
• Contact and coordinate vendors and contractors
• Assist property management staff with vacant-unit and rent-ready coordination
• Check vacant units and follow up on outstanding maintenance, cleaning, or turnover items
• Assist with collections, collection calls, account follow-up, and promised payments
• Research account disputes and assist with drafting professional dispute responses
• Answer phones and assist residents, customers, vendors, and contractors when needed
• Manage calendars, appointments, schedules, deadlines, and follow-up
• Create and maintain spreadsheets, trackers, reports, forms, and electronic records
• Assist with social media and digital content
• Provide administrative and backup support throughout the office
• Step into other office responsibilities when needed and appropriately trained
• Assist with special projects and other duties as assigned

Qualifications

Required

• Previous administrative, office, customer service, scheduling, or similar professional experience
• Strong computer and technology skills
• Working knowledge of Microsoft Outlook, Word, and Excel
• Ability and willingness to learn Microsoft Teams, OneNote, property management software, work-order software, and other business applications
• Strong written and verbal communication skills
• Professional telephone and customer-service skills
• Strong organizational and time-management skills
• Ability to manage multiple responsibilities and changing priorities
• Strong attention to detail and accuracy
• Ability to maintain organized records and documentation
• Ability to draft professional emails, letters, and business correspondence
• Comfortable handling difficult customer conversations professionally
• Comfortable discussing account balances and assisting with collections
• Ability to follow up on outstanding items without constant reminders
• Ability to work independently while also functioning as part of a team
• Strong problem-solving skills and willingness to research unfamiliar tasks
• Ability to maintain confidentiality and use good judgment when handling sensitive information
• Dependable attendance and reliable follow-through

Preferred

• 2+ years of administrative, office, scheduling, collections, property management, maintenance coordination, or related experience
• Property management or apartment-industry experience
• Maintenance scheduling or work-order coordination experience
• Collections or accounts-receivable experience
• Experience coordinating vendors or contractors
• Experience with move-ins, move-outs, inspections, or apartment turnovers
• Experience preparing or responding to customer dispute correspondence
• Strong Microsoft Excel skills
• Familiarity with property management or work-order software
• Social media knowledge
• Experience with ChatGPT or other AI productivity tools
• Canva or similar design-software experience

Technology & AI

Technology is an important part of this position. Candidates should be comfortable using computers, learning new software, and finding solutions to routine technology questions.

We use Microsoft 365, digital business systems, and approved AI tools such as ChatGPT to assist with communication, organization, research, spreadsheets, documentation, troubleshooting, and productivity.

You do not need to know every program on your first day. You do need to be computer savvy, willing to learn, and comfortable researching how to accomplish something unfamiliar.

The Person We’re Looking For

We are looking for someone who is:

• Organized
• Dependable
• Professional
• Computer Savvy
• Detail-Oriented
• Resourceful
• Adaptable
• Team-Oriented
• Solution-Focused
• Comfortable With Follow-Up

This position requires someone who understands that the job does not end when something is scheduled, assigned, or entered into a system. Follow-up and completion matter.

We don’t expect you to know everything on Day 1. We do expect you to be willing to:

• LEARN
• ASK
• RESEARCH
• PROBLEM-SOLVE
• FOLLOW UP
• COMPLETE

If you enjoy variety, technology, organization, problem-solving, working with people, and being an important part of both property management and maintenance operations, we encourage you to apply.

Salary: $31,200–$52,000 annually, depending on experience and qualifications