Executive Office & Mail Coordinator

Capital Property Solutions; Columbus (OH); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical insurance (100% paid)

Dental insurance

Life insurance

401(k)

HSA

Paid holidays (11)

Paid vacation and sick time

Company-provided computer

Career advancement opportunities

Job summary

Capital Property Solutions is seeking an organized Office Coordinator to manage mail operations for HOAs and keep the office running smoothly in Columbus, Ohio. You will handle mail processing, record‑keeping, supply management, and front‑desk interactions while supporting multiple departments in a fast‑paced environment.

Ideal candidates have strong attention to detail, experience with basic administrative tasks, and familiarity with property management software like Yardi or AppFolio.

Qualifications

• High school diploma or equivalent required.
• Prior mailroom, clerical, or administrative experience preferred.
• Strong attention to detail and accuracy.
• Ability to operate office equipment (printers, scanners, postage machines, copiers).
• Basic computer proficiency (email, data entry, document scanning software).
• Familiarity with property management software (e.g., Yardi, AppFolio, or similar) preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to multi-task and prioritize across competing requests.
• Ability to lift and carry mail bins/boxes (up to 25 lbs).
• Professional, friendly demeanor for visitor and front-desk interactions.
• Ability to handle confidential information with discretion.

Responsibilities

• Print and prepare outgoing letters and mail for HOAs.
• Process outgoing mail for timely delivery, including sorting, stuffing, sealing, and applying postage as needed.
• Ensure accuracy of addresses and documents prior to mailing.
• Retrieve mail from the offsite P.O. Box (Worthington), sort, and scan incoming physical mail.
• Process and route scanned/physical mail to the appropriate association, department, or staff member.
• Maintain accurate records of incoming mail as required.
• Support special mail projects requested by HOAs (e.g., bulk mailings, notices, assessments, ballots).
• Meet project deadlines and follow specific instructions provided by each association.
• Keep the mailroom clean, organized, and stocked with necessary supplies.
• Maintain equipment (printers, scanners, postage machines, etc.) and report issues as needed.
• Order and maintain inventory of mailroom, general office, and kitchen supplies.
• Monitor stock levels and place orders in a timely manner to avoid shortages.
• Code and route mailroom, office, and kitchen supply invoices to Accounting for payment.
• Maintain general cleanliness and organization of the kitchen/breakroom area, keeping drinks and snacks stocked and presentable.
• Answer the office door and greet visitors in a professional, courteous manner, directing them to the appropriate staff member
• Answer and route incoming phone calls to the appropriate staff member or departmentRespond to Resident Services requests received via email, including key/FOB requests, amenity reservations, and linking requests to homeowner accounts
• Enter and maintain resident and vendor information in the property management software (e.g., Yardi, AppFolio, or similar)
• Provide general administrative support and assist other departments during periods of high volume

Skills

Attention to detail

Communication skills

Organizational skills

Time management

Multi-tasking

Discretion with confidential info

Education

High school diploma or equivalent

Tools

Yardi

AppFolio

Microsoft Office

Job description

Capital Property Solutions is seeking an organized Office Coordinator to manage mail operations for HOAs and keep the office running smoothly in Columbus, Ohio. You will handle mail processing, record‑keeping, supply management, and front‑desk interactions while supporting multiple departments in a fast‑paced environment.

Ideal candidates have strong attention to detail, experience with basic administrative tasks, and familiarity with property management software like Yardi or AppFolio.