Junior Portfolio Operations Coordinator

Concertina Team; United States; Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

WFH set-up

HMO coverage for employee & family

Job summary

Concertina Team is seeking a Junior Portfolio Operations Coordinator to support the day-to-day admin of a luxury retail property portfolio. You will help manage maintenance requests, vendor communications, lease documentation, and operational records across multiple retail locations.

The ideal candidate has 5 years of experience in retail operations, facilities coordination, or property administration, with strong organizational and communication skills.

Qualifications

• Minimum 5 years of experience in retail operations, facilities coordination, property administration, or office administration.
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office and Google Workspace; advanced Excel.

Responsibilities

• Serve as the primary point of contact for store maintenance requests.
• Log and track maintenance work orders through completion.
• Coordinate repairs with landlords, contractors, and vendors.
• Maintain lease files and supporting documentation.
• Prepare reports and status updates for leadership.
• Coordinate cross-functional communication between stores and internal teams.

Skills

Retail operations

Organizational skills

English communication

Time management

Vendor coordination

MRI ProLease

MS Office

Google Workspace

Multi-location ops

Tools

MRI ProLease

MS Office Suite

Google Workspace

Ticketing systems

Workflow tools

Job description

We are seeking a Junior Portfolio Operations Coordinator to support the day-to-day administration of a luxury retail property portfolio. This role is essential to ensuring maintenance requests, vendor communications, lease documentation, and operational records remain organized, accurate, and proactively managed across multiple retail locations.

The ideal candidate will have 5 years of experience in retail operations, facilities coordination, property administration, or office administration, with strong organizational skills, attention to detail, and professional communication abilities. This is an excellent opportunity for an organized early-career professional looking to build experience within retail operations, facilities management, and commercial real estate administration. You will serve as the operational backbone coordinating maintenance, vendors, and lease administration, allowing leadership to focus on strategic initiatives. Comprehensive training will be provided in systems, workflows, and internal operating procedures.

Job Responsibilities:

• Serve as the primary point of contact for store maintenance requests.
• Log and track maintenance work orders through completion.
• Coordinate repairs with landlords, contractors, and vendors.
• Escalate urgent maintenance issues when necessary.
• Monitor open work orders and follow up until resolution.
• Build and maintain vendor databases across multiple markets.
• Request quotations from contractors and service providers.
• Coordinate vendor scheduling and follow-up.
• Assist in evaluating vendor proposals based on cost and service quality.
• Maintain organized lease files and supporting documentation.
• Update lease records within MRI ProLease or similar systems.
• Assist with lease renewals, amendments, and documentation requests.
• Support lease accounting documentation and compliance activities.
• Ensure lease records remain accurate and current.
• Maintain operational documentation and filing systems.
• Prepare reports and status updates for leadership.
• Coordinate cross-functional communication between stores and internal teams.
• Assist with process documentation and administrative improvements.
• Perform additional operational coordination duties as assigned.
• Ensure maintenance requests are coordinated promptly and accurately.
• Keep vendor communications timely and professional.
• Maintain lease files consistently organized and up to date.
• Keep operational records complete and audit-ready.
• Provide responsive support to store teams.

Qualifications:

• Minimum 5 years of experience in retail operations, facilities coordination, property administration, or office administration.
• Highly organized and detail-oriented with strong administrative skills.
• Excellent written and verbal English communication skills.
• Strong time management and follow-up skills.
• Able to prioritize multiple requests in a fast-paced environment.
• Comfortable working independently while collaborating with remote teams.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Comfortable with Google Workspace tools.
• Advanced Microsoft Excel skills.
• Experience using ticketing or workflow management systems.
• Comfortable learning new operational software, including MRI ProLease.
• Customer-service focused approach.
• Proactive and solutions-driven mindset.
• Comfortable coordinating multiple stakeholders simultaneously.
• Eager to learn and grow within retail operations and commercial real estate administration.
• Experience supporting multi-location operations is strongly preferred.
• Facilities Management experience is preferred.
• Property Management experience is preferred.
• Lease Administration experience is preferred.
• MRI ProLease exposure is preferred.
• Vendor management experience is preferred.
• Retail operations background is preferred.
• Familiarity with ASC 842 lease accounting concepts is preferred.
• Customer service or vendor coordination experience is an advantage.

Requirements:

• Updated Resume/CV.
• Ability to work in a fast-paced, dynamic environment.
• Reliable internet connection and personal computer.
• UPS/battery backup to ensure continuity during power interruptions.
• Competitive salary with performance-based incentives.
• WFH set-up.
• Opportunities for career advancement.
• HMO coverage for employee and immediate family members.